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• Supports program staff in preparing procurement requests for EpiC and STRIDES in-country procurements.
• Assists with consultant hiring, including maintaining a database for all consultant documents, ensuring that the documents received are correct, and payments are made to all in-country consultants.
• Ensures that vehicles and assets are properly insured and licensed, and repair, replacement and disposal of all office supplies, utilities, equipment, and assets are done according to approved procedures.
• Works with and supervise office premises landlord, out-sourced security and cleaning services to ensure that office premises are maintained in pristine conditions, outsourced services are delivered as per respective contracts and respective invoices are submitted and processed promptly.
• Ensure that communications are promptly and accurately dispatched.
• Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
• Responds to staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Communicates with both internal and external personnel as required.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Assists the HR Officer to schedule and organize complex activities such as staff meetings, internal workshops, travel, conferences, and department activities for members of the department.
• Acts as a liaison with other departments and outside agencies, including senior/executive management.
• Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
• Prepares agendas, notices, minutes, and resolutions for corporate meetings.
• Assist with coordination of meetings, facilities planning and logistics required.
• Takes notes at meetings and distribute to appropriate staff.
• Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
• Coordinates set-up, invoicing, and payment for third party suppliers and outside vendors.
• Maintains various databases and spreadsheet files as requested by management.
• Assigns work/task responsibilities for projects as directed by management.
• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
• Maintains of library and classification and filing of new items.
• Carry out any other administrative duties as may be assigned

Applied Knowledge & Skills:

• Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• In-depth understanding of software used to perform day-to-day functions.
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.
• Problem resolution may require some analysis of policy and procedures.
• Serves as a resource to others in resolving non-standard issues and problems.

Supervision Given/Received:

• Limited supervision.
• May coordinate workload with other support staff across department(s).
• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.