Summary
Date Posted: Monday, October 03, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Administrative Assistant, Global Resource Mobilisaton and Partnership (GRP)

Key Responsibilities:
• Conduct day to day planning and organization of the Directors’s diary; set up meetings and appointments, organise venues and hospitality for visitors etc. to ensure smooth running of ED's office and work schedules.
• Make travel arrangement for the director and propose the best itinerary in order to enable director to operate at an optimum level.
• Assist in travel booking and travel expense reports, as requested for all team members.
• Develop and maintain filing systems, procedures and records in line with the organization’s policies and objective for easy retrieval and access of these records or information
• Manage team trackers, following up with the Team to ensure information gathering, updates, and circulation;
• Schedule team meetings, provide call support, and take meeting minutes;
• Support with scheduling of management meetings and other key meetings;
• Assist with the organization and note taking of conferences and meetings;
• Assist in organizing logistics and meetings for staff visiting the field and HQ;
• Provide administrative support to consultants in the field and process payments;
• Work with the GRP BI team and country offices to ensure entries in the CRM are kept up to date.
• Support Onboarding of new GRP BI team members
• Manage and support the time and leave tracker of GRP BI
• Collate data and information as well as follow up or liaise with relevant stakeholders in order to support the director and the director’s team in the preparation of presentation, reports, proposals, budgets and related activities.
• Liaise and work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times plus updates of country fact sheets, program updates etc.
• Participate in special projects and other tasks, as needed.

Safeguarding
• Establish a safeguarding culture across all level of the programme by implementing the safeguarding policy. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements: At least Bachelor Degree
Required Competencies
• Attention to detail, organizational skills and a sense of urgency
• Good written and verbal communication skills
• Excellent Microsoft Office Suite and/ Google Suites skills
• Excellent administration and secretarial skills

Experience Requirements:
• Minimum 3-5 years of administrative work experience.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

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