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Kampala, Uganda

Full-time

Deadline: 

December 27, 2023 at 2:00:00 PM

About the Organisation

Pathfinder envisions a world where everyone, even in the most challenging environments, has what they need to be healthy, thrive, and live the life they choose.

Job Title

Administrative Coordinator job at Pathfinder International

Job Description

The Administrative Coordinator will provide a range of administrative support to Global Internal Audit and Compliance Unit. Promotes efficient delivery of services for the office of Global Internal Audit and Compliance and the Corporate Secretary. Represents Global Internal Audit and Compliance externally as needed; and provides liaison between the Global Internal Audit and Compliance, key executives, employees, country offices and external constituencies. Deals with a wide range of highly sensitive issues under tight deadlines/pressures.

Duties and Responsibilities

Key Responsibilities:

Outreach and Coordination with Board of Directors:

  • Works with the Corporate Secretary to organize and coordinate external meetings. Follows-up on deadlines for assigned activities including Board of Directors meetings, donor related work and external meetings.

  • In consultation with the Corporate Secretary, establishes and maintains multi-year calendar for Board meetings and corresponds with Committee Chairs and staff leads to set cadence for committee meetings. Facilitates the distribution of calendar invitations and remote dial in set up for board and committee meetings.

  • Perform tasks required to arrange Board and Board Committee meetings, assists in preparation of Board and Board committee minutes, maintains Board files and performs other administrative and or/secretarial duties for the Board and its Committees as needed.

  • Maintains and regularly updates contact, biographical, and demographic information of Board members and respond to donor information requests.

  • Board Onboarding - Working with the Governance Committee, establish and support drafting and implementation of onboarding documents and processes for new members. Additionally, ensures all necessary steps are taken for new member vetting, including OFAC checks, and processing of invoices from Board search firm.

  • Board Travel - Working with country offices and other relevant stakeholders, organize Board trips and meetings that advance organizational goals and improve Board member understanding of Pathfinder’s programmatic work.


Calendaring and Scheduling:

  • Manages the Global Internal Audit and Compliance calendar and schedules appointment with internal and external stakeholders.

  • Consolidate and coordinate individual team member’s calendars (Travel, PTO, Meetings, other obligations etc.)

  • Support the IA & Compliance team on scheduling interviews and organizing trainings.

  • Expenses and record keeping:

  • Maintains appropriate document filing, retrieval systems and storage of program documents and prepares all expense reports and invoicing for the office of the Global Internal Audit and Compliance.


Meeting & Travel Coordination:

  • Manages travel arrangements for Global Internal Audit and Compliance.

  • Follow ups and communication:

  • Follow up with case managers regarding the status of the outstanding investigations.

  • Follow up with country office leadership to confirm implementation of corrective actions from Internal Audit reports.

  • Follow up on corrective actions relating to internal investigations where credible evidence of fraud and misconduct was identified.

  • Provide support in filing supporting documentation as needed.


Tracking Team data:

  • Works with internal audit team to convert draft IA reports in excel format to final report word format.

  • Supports the Global IA and Compliance team with tracking data and performance metrics as needed.

  • Update organizational dashboards and trackers as requested.

Qualifications and Competencies

Required Education and Work Experience:

  • Minimum of a bachelor’s degree in Secretarial studies, Business Administration, Management or related discipline.

  • 2- 4 years or more experience in office administration or secretarial work

  • Proficiency in Microsoft office software (Excel, Word, PowerPoint, Teams, and Outlook)

  • Proven ability to handle sensitive and confidential information in a discreet and professional manner

  • Advanced organizational and planning skills.

  • Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.

  • Advanced English skill: written and oral.

  • Logistics Practices and Guidelines: Foundational knowledge of best practices and guidelines for logistics.

  • Meeting Coordination: Ability to schedule and coordinate meetings for staff.


Preferred Competence and Work Experience:

  • Experience working in an NGO environment.

  • Fluency in Arabic, French, Portuguese, or Amharic is an added advantage.

  • Filing and Record Keeping. Advanced skills in completing forms and filing documentation.

  • Relationship Management: Ability to establish and maintain relationships with key stakeholders.


Other Information:

  • Technology to be Used:

  • Uses cellular and office phone, laptop, or desktop computer.

  • Travel Requirements:

  • Travel required (10% or less)

How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.

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