Under the direct supervision of the Chief, of the Supply Chain Strengthening Centre (SCSC), the Administrative Assistant provides overall administrative and secretarial support to the Team. Summary of key functions/accountabilities:
Acts as the Centre’s budget focal point and maintains necessary budgetary records.
Works closely with the finance department and the unit leads to monitor the utilization and commit the available allocated funds within a fiscal year.
Monitors, reports, and files the project status reports and resources used against the budget. It also includes processing all the SCSC invoices as appropriate and assists in creating SRs, POs, and FRs.
Assists the Chief in ensuring that the daily duties of the Centre are properly performed in particular management of the team calendar of regular meetings, events, missions, and staff leave.
Assists the Chief and center staff in booking meeting rooms, and preparing and maintaining agendas presentations, and minutes of meetings.
Performs administrative tasks related to the organization of official travels, missions, and internal and external meetings of the center staff, such as preparing travel forms/documents, and organizing appointments.
Assists the Centre in preparing country visits to SD, assists in preparing and conducting the logistics (room booking, catering, visa support, etc.) in close collaboration with the Supply Chain Specialist.
Prepares and maintains briefing documents in collaboration with the Chief and center staff.
Ensures that management files are properly filed, maintained, and up to date.
Searches, compiles, and prepares information material documents as required.
Receives, screens, and distributes mail to appropriate persons within the center.
Draft routine correspondence for signature by Chief.
Supports Chief with personnel administration, including following up with supervisors and staff that all PERs and related discussions are completed on time and documented.
Maintains center team library, and samples and works with Communication Officer on website information. Acts as the Centre’s focal point for the Intranet and Internet ensuring that relevant information about the Business Unit is posted to promote the understanding of the Division and the Centre.
Monitors daily attendance of center staff and prepares monthly absence reports. Provides advice and ensures administrative support as required.
Compiles and prepares statistics for presentation by the Chief at Management meetings including information material and PowerPoint presentations for internal and external use and presentation for senior staff of the Centre.
Any other duties as requested by the supervisor.
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