Administrative Support Specialist

Job Purpose

To provide comprehensive administrative, coordination, front-office, and logistical support to the Resilience and Climate Action Department, ensuring the smooth and timely execution of departmental operations, meetings, missions, records, and priority assignments.

Main Tasks

• Serve as the Department Director's Administrative Assistant and provide administrative and coordination support to the Department.

• Serve as the Rapporteur for departmental meetings, including preparing agendas, recording minutes, tracking agreed actions, and maintaining official records.

• Serve as the Department Time Coordinator and support compliance with applicable attendance and time-management policies.

• Manage the Department Director's Front Office operations, including monitoring departmental budget performance, coordinating mission requests, and supporting related administrative processes.

• Manage office stationery and supplies and ensure their timely availability.

• Monitor and follow up on staff missions, Back-to-Office Report (BTOR) submissions, and mission settlement processes.

• Manage logistical and administrative arrangements for visiting delegations and official guests.

• Coordinate with all Divisions on departmental matters and facilitate effective communication, information flow, and collaboration.

• Follow up on urgent and high-priority assignments from Department leadership to support timely action and resolution.

• Undertake ad-hoc assignments and special tasks as directed by the Department Director.

KEY SKILLS & NECESSARY KNOWLEDGE

• Strong organizational, coordination, and time-management skills.

• Effective written and verbal communication skills, including professional correspondence and meeting minutes.

• Ability to prioritize urgent assignments, track actions, and follow through to completion.

• Strong interpersonal skills and ability to coordinate effectively across Divisions and with internal and external stakeholders.

• Attention to detail, accuracy, discretion, and the ability to handle sensitive information appropriately.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.

• Working knowledge of administrative processes related to budgets, missions, travel settlements, records management, and office logistics.

• Adaptability and ability to work effectively in a dynamic, deadline-driven environment.

ACADEMIC AND PROFESSIONAL QUALIFICATION

• Bachelor's degree in Business Administration, Management, Public Administration, Office Administration, or a related field.

• Minimum of one year of relevant work experience in administrative support, office coordination, executive assistance, or a related area.