Summary
Date Posted: Wednesday, November 15 2023, Base Salary: Not Disclosed

JOB DETAILS:
Overview of the Position
The job holder must be a dynamic, efficient and highly intelligent professional reporting directly to the Country Director. The person should fit into a busy office and be well organised and reliable. The employee should ensure efficient, effective, punctual and timely office support to the Country Director, country management team, in office management and project support functions, in order to create optimal, preconditions for efficient and effective execution of the Country Director’s and Project Director’s specific tasks.

Job Description
Roles and responsibilities
Administration Support
• The job holder is expected to give administrative support to Country Director and Country Management Team.
• The job holder will work very closely with the Country Director to ease the administrative workload.
• The job holder will also be required to gather, analyse and report relevant (Financial, HR & Operations) data and provide input for the CD and CMT for action.

Project Management Support
• The employee will be expected to give administrative support, coordination of project reviews, reporting, monitoring, donor reporting and annual and Mid-Year Reporting.

Meetings and Events Management
• The employee should be able to organize and co-ordinate high level meetings (e.g. strategic workshops, events) of the assigned department or project team, take care of housekeeping affairs, and take and distribute minutes on time.
• Organise and manage appointments of the assigned manager and liaise with Logistics to facilitate planning and implementation of activities.
• Assist in the coordination and compilation of monthly and quarterly staff and team planning and provide the link to admin/finance and logistics as needed.
• Manage the Country Director’s diary and engagements.

Communications and Office Management
• Ensure timely communication of key internal and external communication in liaison with management and Communications department.
• Ensure usage of up-to-date communication templates in liaison with communications department.
• Receive and dispatch incoming calls/e-mails and make outgoing calls/mails and give answers to basic questions, based on the communication guidelines, SNV house style and agreements with manager.
• Support content development for external communications.

Filing and Archiving
• Control, distribute and file documents for country office and maintain a filing system, in line with archiving procedures.
• Control of key country office documents.
• Administrative Duties
• Gather relevant Financial, HR & Operations data and provide input to the Country Director.

Qualifications
Qualifications & Requirements
• A Bachelor’s Degree in the field of Business Administration, Communications, Public Relations, or and any other relevant field. Minimum four (4) years relevant work experience, ideally in mass communications, public relations or busy project support unit/office. Ability to work without supervision. Excellent written and verbal communication skills in English. Excellent administration skills, able to organise own work and make follow-up on tasks as required. Ability to follow required procedures and guidelines. Ability to give good attention to detail. Flexible, dynamic, excellent interpersonal skills. Able to relate effectively with a wide range of people and cultures. Proficient computer skills – Word, Excel, PowerPoint and Outlook.

Key Competencies:
• Result orientation: Undertake actions with effort, energy and tenacity, aimed at the achievement of objectives and concrete results.
• Problem analysis: The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
• Sensitivity: Being receptive to the attitudes, feelings or circumstances of others and being aware of the influence of one’s own behaviour on others.


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

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