Program Administrative Assistant

Key Responsibilities
Manage the Division Leader’s office and respond to queries in his/her absence;
Schedule appointments for the Division Leader and other members of the team as necessary;
Review emails, respond to routine enquiries and draft responses for the Division Leader;
Manage meetings of the Division, including preparing documentation and taking minutes as necessary;
Identify action points during meetings and follow up with the concerned parties to ensure that action is taken;
Coordinate reviews of applications to the institutional ethics review board and monitor compliance with conditions of approvals granted by National ethics review boards;
Maintain an effective record and filing system for contacts, project activities, correspondences, and documents for quick and easy reference;
Develop schedules and analysis to help review products from various units within the division;
Ensure confidentiality of information in Division Leader’s office;
Provide support in preparation and formatting of reports;
Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
Assist in contract preparations within the Division;
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;
Assist with financial management in the Division, including assisting with monitoring of the Division budget expenditure;
Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates;
Help in monitoring project implementation including review of burn rates on the online management accounting system and seeking from the division teams the rationale for projects that are delayed;
Maintain an effective record and filing system for contacts, donor correspondences and related documents; and
Support where appropriate in the planning and execution of the identified fundraising campaigns.
Essential Skills
Diploma in business administration;
At least 7 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program;
Good planning, financial and organizational skills;
Good computer skills;
Excellent communication skills (both written and verbal);
Excellent interpersonal skills;
Ability to communicate in French and experience working in a multidisciplinary and multicultural environment will be an added advantage.
Desirable Skills:
Detail oriented, discreet, tactful, courteous;
Ability to work independently, set priorities, juggle tasks, meet deadlines;
Initiative and innovation in assessing situations, troubleshooting, conflict resolution, teambuilding; and