Overview
The Admin and Coordination Assistant supports the implementation of three grants and fulfills administrative, finance, and procurement support duties. Responsibilities include coordination and scheduling, basic financial operations, filing, record-keeping, logistics, and basic procurement.
Tasks Summary
- Organizing and maintaining the office and director's calendar, scheduling meetings, appointments, and events.
- Arranging meetings, preparing agendas, taking minutes, and following up on action items.
- Drafting, editing, and proofreading documents, reports, and presentations.
- Organizing business trips, including booking flights, hotels, transportation, and preparing travel itineraries.
- Liaising with internal and external stakeholders.
- Tracking and ensuring follow-up actions after meetings.
- Assisting in the management of budget related issues and financial operations.
- Performing administrative, operational, and coordination duties for effective day-to-day management.
- Assisting project personnel and consultants to arrange travel.
- Ensuring timely submission of correctly completed travel claims.
- Making logistical arrangements for seminars, workshops, trainings, and other project-related events.
- Arranging translation of documents when required.
- Providing procurement support to events and projects.
- Supporting coordination with suppliers/service providers and processing payments.
- Ensuring sufficient supplies and timely venue arrangements.
- Providing support to the Deputy Director in managing partnerships.
- Assisting in the preparation of missions of senior UNDP officials.
- Drafting meeting preparations and ensuring follow-ups.
- Making contributions to knowledge networks and communities of practice.
Experience Requirements
- Minimum 4 years (with secondary education) or 1 year (with university degree) of administrative and procurement experience is required at the national level.
- Demonstrated experience in working with multiple stakeholder groups (e.g. government counterparts, international organizations, NGOs, donors, private sector partners, or service providers).
- Experience in the provision of administrative and logistical support in the context of a project or an office.
- Experience working with UN organisations or other international development organisations an asset.
- Experience arranging events, workshops, and meetings is an asset.
- Experience in working with the German philanthropic sector are an asset.
- Experience in communication with different actors including the coordination with high-level officials is an asset.
Qualification Requirements
Completion of Secondary Education is required. Or University Degree in Business Administration, Public Administration, Financial Management or equivalent field will be given due consideration, but it is not a requirement.
