ADMINISTRATIVE ASISSTANT – PROGRAM (MATERNITY COVER) 48 views

I. JOB SUMMARY

The purpose of the Program and Administrative Assistant position is to provide key support to the RIPA and WEGO teams in structuring and managing complex relationships between diverse group of constituents in coordinating program and administrative details. Under the overall guidance of the COP and supportive supervision from the Project Officer, the Program and Administrative Assistant ensures effective and efficient functioning of the RIPA and WEG0 projects, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The incumbent provides support to the overall financial management of RIPA and WEGO. S/he also plays the role of a liaison person with unit covering all programmatic issues and ensures the smooth running of the projects. The Program and Administrative Assistant reports to RIPA and WE-GO Chief of Party.

II RESPONSIBILITIES AND TASKS

Responsibility #1. Administrative Support

• Provides administrative backstopping to the RIPA and WEGO project staff including, but not limited to: first point of contact with external parties, confirming appointments, taking minutes, drafting letters, etc.
• Prepares high quality briefing materials for supervisor for appointments, meetings, missions and maintenance of protocol procedures
• Prepares correspondence, directives, comments on behalf of COP/DCOP for his/her signature and follows up when required
• Prepares briefing material for new staff members
• Supports project staff as needed on HR requirements such as PAR submission, leave requests, and other HR related activities. Provide guidance to field staffs on PARs and other
• HR related policies adherence.
• Supports staffs in logistics management
• Prepares minutes of regular project management team meetings, and ensures regular follow-up on recommendations with project and other relevant staff
• Solicits and consolidates agenda items and making all the necessary arrangements for workshop, conference, staff meetings, and other internal and external meetings. Takes meeting minutes
• Tracks and monitors external visitors’ logistics, ensuring coordination with the Country Office’s Business Services Unit
• Manages printing and other administrative tasks for the team

% of time: 25%

Responsibility #2: Procurement and payment request initiation

• Verify that proper documents are attached with payment requests and that the right request formats are used, charging codes are correct, and arithmetic accuracies are maintained before submission of requests
• Once requests and purchase orders are submitted to responsible units, follow up on the progress and update the information to the requestor
• Properly document and file all relevant documents and copies of requests to be used for follow-up and progress reporting
• Report to and work with the project officer and Chief of Party to manage any challenges encountered in processing the support for project staff in areas of financial requests and settlements
• Communicate and work with relevant units to check and review status of requests, troubleshoot any challenges in the process and ensure delivery of requests in a timely manner
• Receive goods/service receiving note from storekeeper/service receiver. Support the dispatch of goods and services to project sites
• Prepare payment requests for non-purchase order payments
• Liaise with project staff and with finance and admin units for any financial and administrative issues.
• Support staff in preparation of advance requests and work with finance unit for follow up and payment

% of time: 25%

Responsibility #3:  Records management

• Ensures all RIPA and WEGO project documents are filed in systematic and orderly way, both in hard copy and electronically
• Checks information for accuracy, and ensures that it is up to date and relevant
• Prepares and periodically updates the profiles of all RIPA and WEGO-related projects and maintains hard and soft copies of pertinent documents-including backup system in place; provides monthly and quarterly project summary information to project management team
• Maintains filing system ensuring safekeeping of confidential materials
• Coordinates information flow in the RIPA/WEGO projects and with other units in the office, follows up on circulation files as appropriate
• Retains up to date information and profile of all projects and ensures that all project reporting is communicated to counterparts such as donors and relevant partners
• Handles queries and requests for information by partners and project staff
• Maintains updated project reporting schedule for development projects and liaises with other related project reporting schedules.

% of time: 20%

Responsibility #4: Coordination:

• Supports the project teams in coordinating/organizing meetings/workshops\ Coordinates travel requests
• Books travel for the team (flights, hotels, etc. as needed and as justified by the travel authorization request)
• Monitors and follows up on transport requests and vehicle rental processes. Compiles regular travel plans and communicates with the transport section
• Reconciles flight ticket costs
• Reviews travel expense reports for compliance with CARE’s travel policy
• Maintains positive cross department/unit relationships
• Facilitates information sharing within RIPA & WEGO project and with other projects/units in the office
• Ensures positive working relationship with counterparts within CARE and externally

% of time: 15%

Responsibility #5:

• Ensure upholding of gender policies and perform other duties as assigned
• Be observant of any misbehavior regarding gender and report it to the responsible person.
• Uphold gender and diversity values of CARE whenever dealing with staff, communities and partners.
• Perform other duties as assigned

% of time: 15%

III. PROBLEM SOLVING (Thinking Environment)

• The level of problem solving this position will face is level one. What has to be done and how to do it are clearly defined.

IV GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming