Job Description
Background
Duties and Responsibilities
implementation of operational strategies, focusing on achievement of the following results:
- Diligent transmission of documents at diverse processing centers and units;
- Mapping and tracking of processed files with the implementation of SOPs;
- Provision of inputs to the preparation of administrative results-oriented workplans.
Support to effective and efficient functioning of the Administrative unit focusing on achievement of the following results:
- Effective participation in meetings, and providing reporting support through note taking;
- Compilation and preparation of presentation materials, background information and documentation for meetings and missions;
- Digitalization of documents (service requests, exonerations, accreditations etc);
- Updating the Tracking tool with recent information on the status of processes;
- Liaison services and follow-up of files at partner administrations (MINREX, MINFI, MINTRANSPORTS and DGSN, etc.).
Support effective administrative and logistical support, focusing on achievement of the following results:
- Data collection related to shipments for the Organization and Administered agencies;
- Verifying the completeness of fleet administrative documents;
- Follow up with exoneration files at partner administration;
- Follow-up with shipment delivery and reporting of challenges encountered;
- Follow up processed requests for visas, consular cards and other accreditations;
- Administrative support to workshops, retreats and meetings;
- Data collection and review regarding common services;
- Follow-up with effectiveness of assigned drivers to official errands;
- Support drivers with updating the vehicle log (daily movements, gas consumption, and maintenance);
- Assistance in the preparation of Administrative budget, and setting up of a Procurement Plan.
Support to office maintenance and assets management, focusing on achievement of the following results:
- Collection of data on custody sheets for each office for asset reporting;
- Verification and updating of asset tagging needs;
- Provision of support to maintenance of common premises services.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations / projects staff on Administrative Operations;
- Sound contributions to knowledge networks and communities of practice.>
Competencies
Required Skills and Experience
Education:
required
b) Have recently (within the last year) obtained a university degree (as defined in (a) above).
c) Fluency in French or English is required.
d) Secondary mastery of one of the two above-mentioned languages is an asset>
Experience:
asset
Experience in handling of web-based management systems. Is an asset
Knowledge in customs procedures, is an asset
Knowledge of MINREX procedures ( visas application procedure, protocole, diplomatic correspondances…) is an asset>>
Deadline: 30 Aug 2025