The Coordinator, for the Department of Education and Child Protection provides the department with administrative support and communication and information sharing support. The incumbent will establish and maintain office systems to ensure that the department functions smoothly and is a point person for the team’s information dissemination needs.
Accountable for day to day execution of job. Organizes self and manages time to get things done. May exercise independent judgment and discretion on operational matters related to specific tasks. Requires supervision to review work progress and results. Keeps manager informed of important issues. Builds effective relationships within their immediate or peer workgroup.
Administration and Management Support (80%)
- Coordinates DECP team meetings, drafts and circulates agendas, secures meeting space, records and shares meeting minutes.
- Coordinates the department’s systems including timesheets, IT support, and information sharing among staff.
- Coordinates with Executive Assistant to IP Vice President to respond to Division level administrative needs.
- Coordinates Human Resource processes for all new hires (temporary employees, employees, consultants, SUPER research fellows, volunteers and interns). Facilitates and tracks hire paperwork and processing with HR. Coordinates with Information Systems and Office Management to ensure: set-up of space, computer and phone, email, and access to networks and databases. Coordinates orientation meetings and trainings.
- Coordinate office space needs for department--ensuring new and visiting team members have desk and office space from which to work, maintaining travel calendar for hot-desking options, securing conference room space for meetings, assisting with office moves.
- Assists members of the DECP team, consultants, and SUPER research fellows with travel, including enetering in travel approval, working with the travel agency to book travel, and assisting with visa paperwork.
- Supports Grants Management. Assists with the internal processing of proposals, agreements, and modifications within the Grants Management System.
- Assists in getting authorized signatures on documents as needed.
- Orders supplies for DECP.
- Provides other administrative support to department as needed.
Communications/Knowledge Management (20%)
- Maintains and share updated department contact list and phone tree.
- Disseminates information to department such as safety and security processes, facility updates, and department wide issues of interest.
- Delivers department mail to team members.
- Assist with maintaining systems to organize, maximize, and facilitate access to education and child protection documentation, including external and internal technical publications and project-related tools and manuals.
- Supports team members formatting, graphics, and presentations, including the editing, writing, and/or design of reports, manuals, working papers and abstracts.
- Assists with organization of the Education and Child Protection Office’s information (including shared drive, SaveNet, and OneNet)
- Minimum 2-3 years’ experience required
- Learned knowledge, technical skills and attention to detail to support semi-complex tasks required
- Strong administrative support skills
- Strong writing, editing, and analytical skills
- Computer skills, including proficiency in MS Office, Excel, PowerPoint, and Publisher (SharePoint is a plus)
Preferred Qualifications
- International development experience
- Associate’s or Technical/Vocational, or bachelor’s degree
- Familiarity with publication design and layout
- Proven ability to develop tracking and reporting systems
- Spanish or French language proficiency