Provide administrative, operational, and coordination support to the Director and the wider department, ensuring effective communication, smooth workflow, and timely follow-through on departmental priorities. Support the planning and coordination of meetings, documentation, budgeting processes, and engagement with internal and external stakeholders. Maintain effective coordination with relevant departments and units to support the implementation of activities, projects, and operational requirements.
1.Key Responsibilities
Department Coordination and Administration
- Coordinate day-to-day administrative and operational activities to ensure smooth and efficient workflow.
- Support the Director and department team in organizing appointments, meetings, travel arrangements, and other logistical requirements.
- Act as a focal point for coordination between the department and internal and external stakeholders to facilitate communication, information flow, and timely follow-up on requests.
- Liaise with relevant departments, sections, and units, as well as external partners, to ensure alignment and completion of required tasks.
- Track action items, deadlines, and departmental priorities, and follow up with concerned teams to ensure timely closure.
- Maintain department records, files, trackers, and administrative documentation in an organized and accessible manner.
Documentation, Reporting, and Meeting Coordination
- Prepare agendas, meeting materials, presentations, reports, and other documents required for departmental meetings and activities.
- Attend meetings as required, record accurate minutes of meetings, and circulate minutes and action points in a timely manner.
- Monitor follow-up on meeting outcomes, decisions, and assigned tasks with relevant stakeholders.
- Prepare and update progress reports, plans, and status summaries related to departmental projects and initiatives as directed by the Director.
- Support the review, formatting, filing, and archiving of departmental documents to ensure accuracy, completeness, and accessibility.
Budgeting and Financial Coordination Support
- Provide administrative support in the preparation, consolidation, and tracking of departmental budget requirements in coordination with relevant finance and support units.
- Assist in monitoring budget utilization, purchase requests, and related financial documentation to support effective departmental planning and expenditure tracking.
- Coordinate with relevant internal units on procurement, invoices, payments, and other budget-related administrative matters in line with approved policies and procedures.
- Maintain up-to-date records of departmental budget submissions, approvals, and related correspondence.
Communications and Official Correspondence
- Draft, prepare, submit, and follow up on official correspondence, memos, letters, and emails as directed by the Director.
- Ensure all communications and official documents are prepared, reviewed, and shared in accordance with established procedures, standards, and timelines.
- Handle telephone and email communications professionally and provide necessary information, clarifications, and coordination support to relevant stakeholders.
Support Department Projects and Initiatives
- Provide coordination and administrative support for departmental projects, initiatives, events, and engagements, ensuring timely communication and effective follow-up with relevant teams.
- Support the collection and consolidation of information, data, and updates needed to facilitate departmental planning and implementation.
- Coordinate with internal units and external stakeholders to support the execution of departmental initiatives and operational requirements.
- Provide any other administrative or coordination support required by the Director to support departmental effectiveness.
Shared Activity
- Follow all relevant policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
- Demonstrate compliance with the organization's values and ethics at all times to support the establishment of a value-driven culture within the organization.
2. Communication and Business Relationships
Internal
- Relevant Departments / Offices / Sections / Units
- Finance, Procurement, HR, and other relevant support units
External
- Ministries, government entities, and relevant local institutions
- Academic, cultural, and relevant partners
- External service providers and stakeholders
3. Qualifications
- Bachelor's degree in Business Administration or equivalent.
4. Experience
- At least 5–8 years of experience in department coordination, office management, administration, or a similar role.
5. Skills
- Planning and Organization
- Communication and Coordination
- Minute Taking and Documentation
- Budget Coordination and Administrative Follow-up
- Reporting
- Problem Solving
- Time Management
- Research and Analysis
- Business Writing
- Attention to Detail
