Responsibilities
- Manage the Program Leader’s office and respond to queries in his/her absence;
- Schedule appointments for the Program Leader and other members of the team as necessary;
- Manage meetings of the program, including preparing documentation and taking minutes as necessary;
- Identify action points during meetings and follow up with the concerned parties to ensure accomplishment;
- Maintain an effective record and filing system for contracts, project activities, correspondences, and documents for quick and easy reference;
- Provide support in preparation and formatting of contracts and reports;
- Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
- Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems and other reimbursements;
- Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates; and
- Help in monitoring project implementation including review of burn rates on the online management accounting system.
Qualifications and Experience
- Diploma in Business Administration or related field.
- At least 3 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program.
- Proficiency in MS Office suite.
- Good oral and written communication skills in English. Knowledge of French will be a plus.
- Good planning, financial and organizational skills.
- Ability to assess priorities and manage competing demands with minimum supervision.
- Excellent interpersonal skills.
- Experience working in a multidisciplinary and multicultural environment.
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