Sr. Administrative Coordinator

Position description

The Sr. Administrative Coordinator will provide general support for administrative, logistical and coordination of departmental activities within the assigned area. This position will be accountable for ensuring consistent and timely delivery of administrative services and processes such as routing requests and documents through internal systems such as DVOD, JIRA to various stakeholders i.e. Contracts, GECO, Supply Chain Management, Travel, etc., ensuring established timelines and service level agreements are met.

The Sr. Administrative Coordinator will work within well-defined parameters to identify and resolve administrative problems and issues. Additionally, the incumbent may establish office administration processes / procedures (e.g., events, conferences, record keeping systems, forms control, team sites, office layout, personnel requirements, vendor setup, payments, travel logistics) to ensure efficiency of general office activities.

The Sr. Administrative Coordinator will monitor office efficiencies and initiate problem-resolution processes through escalation to higher levels when complex issues / concerns arise.

Responsibilities 

Administrative Support

• Provides general administrative support for assigned (portfolio, country, or project) in coordination with various internal and external stakeholders
• Acts as the first point-of-contact for administrative needs within assigned area
• Identifies, recommends and effectively executes standard administrative practices to support activities within the functional area
• Redirects requests that cannot be resolved in accordance with established guidelines for first-level resolution in the supported area
• Schedules / organizes in-person and virtual meetings if needed
• Schedules / organizes events, conferences, travel for country staff
• Processes the timely payment of expenses via purchasing card for related to the assigned area(s)
• Collects / assesses / brings forward information to support recommendations / modifications to administrative processes
• Collaborates with stakeholders to identify administrative issues and gaps, providing observations to higher levels
• May recommend opportunities for improvement to administrative processes, tools, forms, tracking, reporting, etc. for the supported area(s)
• Consistently exercises discretion / diplomacy / tact in correspondence all matters of confidentiality with internal / external stakeholders; escalates issues as required
• Tracks status of requests through other departments (communications, contracts, procurement) via spreadsheet or other tools
• Resolves administrative problems by troubleshooting information within defines processes/procedures and identify/communicate solutions.
• Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Identifies and recommends opportunities for improvement to tools, forms, tracking, reporting etc. for the supported area
• Collaborates with internal stakeholders and Jhpiego departments (contracts, GECO, Supply Chain Management, Travel, etc.) to process and follow-up on requests.

Document Tracking, Routing & Retention

• Uses appropriate software / tools (e.g., DocuVantage and JIRA) and applicable templates to prepare documentation, track, monitor, report information, to support processing of contracts and procurement needs for area
• Processes / routes contracts to appropriate contacts
• Reviews contracts and supporting documents for completeness and accuracy
• Maintains logs or trackers of contracts with relevant information (e.g., amount vendor, start/end dates)
• Identifies missing information, issues or discrepancies in contracts and notifies Program Officer(s) or appropriate contact for resolution
• Accountable for the secure storage of sensitive, confidential information in accordance with record keeping best practices and applicable legislation
• Ensures that filing/knowledge management systems (SharePoint, MS Teams) are maintained for area and that all documents are appropriately filed.

Translation/interpretation

• Coordinates the translation of key documents with external vendors
• Sets up simultaneous interpretations for live meetings with external vendors
• Leverages online software to translate documents and presentations
• Review translated versions of documents/presentations for grammar and copyediting

Required Qualifications 

High School Diploma with 5 years of previous administrative experience

Strong organizational skills

Excellent attention to detail

Strong time management

Customer service mindset

Experience with Microsoft Office suite including Excel and Teams

Experience with archiving and filing documents, ensuring accessibility to stakeholders

Administrative writing and editing skills

Ability to learn and use new technology to process administrative tasks

French-language skills preferred

Preferred Qualifications 

• College Diploma

Application instructions

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