Overview
The Program Assistant will support the GEF Events Team and Communications Division with a focus on logistical support, organization, and delivery of events and meetings, as well as providing administrative and logistical support to the GEF Communications and Outreach Division.
Key Responsibilities
- Assist with schedule management and liaison with external partners.
- Provide support for GEF Events managed events, including procurement, venue selection, material preparation, travel arrangements, lodging, per diem, logistical preparations, transportation, registration, contracting, catering, and on-site delivery.
- Support smooth and timely operations of office support work and related systems.
- Assist with Council, HR, and governance support, and other cross-cutting roles in managing the office and workplace.
- Support logistical organization of the GEF TF Council, including travel arrangements for speakers, organization and updating of shared files, formatting of documents, and support for pre- and post-Council discussions.
- Provide general office support, including coordination with other GEF divisions, stakeholders, vendors, or service providers; document/information management and distribution; drafting or editing correspondence, meeting minutes, or other documents.
- Carry out ad-hoc assignments and serve as back-up to assigned functions.
- Support the Communications team with purchasing of goods and services, tracking transactions, and ensuring client satisfaction.
- Track and inventory physical goods in coordination with the events team.
- Support the communications team with their internal workflow, meeting minutes, organization of filing systems, and implementation of a contact management system.
- Track leave and absences of the Communications team ensuring proper coverage and assist the head of communications in reviewing calendars around peak times.
Required Experience
- Minimum 10 years of experience with a high school diploma or equivalent combination of education and experience.
- Experience in carrying out advanced functions/applications of standard Bank technology packages (MS Word, Excel, PowerPoint, Access, SAP, Internet Explorer, and other procurement systems).
- Diverse experience across a range of different business areas preferred.
Qualifications
• High school diploma
