Programme Administrative Assistant

Organizational Context

Job Purpose

Documentation and Correspondence:

Provide support in the preparation of program documentation and correspondence for the Bangui Cluster.

Job Duties and Responsibilities

Administrative Processes:

• Arrange and monitor the administrative processes of the Cluster Delegation in accordance with existing procedures and processes.
• Remind relevant staff members of necessary administrative actions and deadlines (Reports, deadlines, etc).
• Ensure that the office equipment/materials is provided to all staff and inventoried regularly, share the report with the persons concerned.
• Monitor all administrative contracts (office, residences, hotels, lawyer, protocol, etc.) and ensure that they are renewed on time to avoid any interruption on the business continuity.
• Put in place with the support of relevant technical persons of the cluster, the welcome package and ensure it is regularly updated.
• Ensure effective supervision of the office and residences cleaners

Documentation Management:

• Arrange the processes, registration, and filing of documentation and correspondence for core processes.
• Ensure all activities are in line with applicable procedures and supported by automation systems.

Meeting and Workshop Preparation:

• Prepare for all relevant IFRC meetings and workshops.
• Record action points and/or write minutes and monitor follow-up actions as needed.

Program Support:

• Provide secretarial, administrative, and organizational support to assigned programs and operations.
• Support the implementation of emergency activities and other operations and programmes within the NS of the Bangui Cluster within the deadlines (plan, monitor implementation, ensure technical follow-up)
• Provide support in monitoring the financial management of project funds in accordance with IFRC procedures.
• Participate in the improvement and drafting of project programme reports and ensure quality in accordance with donor requirements.
• Monitoring and supporting data collection activities as part of needs assessments.
• Lead / support NS in monitoring, mid-term review, community satisfaction survey, end of operation evaluation.
• Promote a long-term strategic approach to pan-African initiatives as well as climate change adaptation/mitigation, including green response, recovery, migration programming, while promoting cash transfer programmes and ensuring mainstreaming of protection, gender and human rights.

Duty Arrangements:

• Organize duty arrangements, including hotel bookings, transportation, and visa assistance for colleagues and visitors traveling to and from the field.

Translation and Interpretation:

• Provide translation and interpretation support for office and program activities.

Education

Educational Background:

• Bachelor's degree in secretarial, administrative studies, or other relevant fields.

Experience

Work Experience:

• Proven experience in secretarial, administrative, and organizational roles.

Knowledge, Skills and Languages

Language Proficiency:

• Excellent oral and written command of English and French.

Technical Proficiency:

• Good computer skills, including experience with ERP systems or other computerized information systems.

Organizational Skills:

• A proactive attitude with the ability to work systematically.
• Ability to distinguish between major and minor issues and address them accurately.

Interpersonal and Communication Skills:

• Good interpersonal and communication skills.
• Team player with the ability to collaborate effectively with colleagues.

Flexibility and Relationship Building:

• A flexible attitude with a focus on building and maintaining relationships with partners and National Societies.

Competencies, Values and Comments