Operational support
Support the Regional Director’s office in organizing regional retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;
Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners;
Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.)
Provide assistance to the Regional Director in managing and monitoring the utilization of the regional administrative budget, ensuring regular update and reporting are prepared and submitted to the Regional Director;
Contribute to the engagement review process: quality assurance review for engagement submitted for approval to the Regional Office and facilitate their recommendations and approvals;
Contribute to the annual budget process (consolidation of Africa Region budget, and preparation of the Regional Office budget submission)
Verify invoices for the settlement of the Regional Office due payments.
Provide administrative and logistical support to the Regional Director’s Advisors Unit based in the region as well as the Business Development and Oversight/Operations team in Copenhagen
Liaise with Support Services Center/Integrated Practice Advice and Support for any support Africa Region Country offices may need from Support Services Center/Integrated Practice Advice and Support;
Responsible for compilation of reports such as monthly reports on Gender Equality, Mandatory training, Engagements operational closure across the region and reports for the Regional Management meetings other ad hoc reports as requested by the Regional Director;
Support to people and information management
Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients;
Screen all incoming communications to Africa Region mail boxes, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel; Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;
Development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high-paced job demands and business requirements;
Act with the Regional Management and Oversight Advisor as the regional focal point for learning activities: coordinate regional Learning needs assessment, facilitate, and coordinate planning, nominations and logistics of training activities in Africa Region
Act as the people focal point for coordinating the annual people survey preparation, and action plan implementation
Ensure that the contact list, organigram, and business continuity plan are up to date.
Education/Experience/Language requirements:
Education
A high school diploma is required.
A Bachelor degree would be a significant asset and may substitute some of the required years of experience. A relevant technical diploma (such as secretarial), or diploma or certification in a field related to business administration or public administration would be an additional asset.
Experience
Min. 6 years of relevant work experience (in operations or administration) is required with a high school diploma. Experience in administration, customer or commercial support roles would be an asset.
Knowledge of ERP software or accounting software is an asset
Language Requirements
Fluency in written and oral English is required and French is an asset.
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