Overview
The Admin and Coordination Assistant will support the implementation of grants and fulfill administrative, finance, and procurement support duties. This role involves various clerical and coordination tasks to ensure the effective day-to-day management of the office.
Key Responsibilities
- Organizing and maintaining the office and director's calendar, scheduling meetings, appointments, and events.
- Developing and preparing official meeting agendas.
- 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 to facilitate smooth and productive meetings.
- Tracking and ensuring follow-up actions after meetings are completed.
- Assisting in the management of budget related issues and financial operations of the office.
- Performing administrative, operational, and coordination duties necessary for the effective day-to-day management of the office.
- Providing effective logistical services for the project, including assisting project personnel and consultants to arrange travel and making logistical arrangements for seminars, workshops, trainings, and other project related events.
- Arranging translation of documents when required.
- Providing procurement support to events and supporting coordination with various suppliers/service providers.
- Ensuring sufficient supplies have been acquired and venue arrangements are provided timely and complete.
- Providing support to the Deputy Director in the management of partnerships to foundations and German philanthropies.
- Assisting in the preparation of missions of senior UNDP officials to the Germany Representation Office.
- Drafting meeting preparations for the Director and ensuring follow-ups.
- Supporting knowledge building and knowledge sharing relevant to the assigned project.
Required Experience
- Minimum 4 years (with secondary education) or 1 year (with Bachelor 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.
Qualifications
• Secondary education is required OR Bachelor’s degree in Business Administration, Public Administration, Financial Management or equivalent field will be given due consideration, but it is not a requirement.
