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To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery. The BSA will provide administrative support to the Regional Director (RD) and Deputy Regional Director (DRD) while reporting directly to the Special Assistant to the Regional Director.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Administration and Office Management
- Provide dedicated executive support to RD's office.
- Prepare and/or consolidate comprehensive reports, documentation, correspondence briefing notes, etc and conduct research in the area of work.
- Oversee the maintenance of records and databases to ensure all information is organised and readily available for RD/DRD's and compliant with all regulations and policies.
- Prepare and or print briefing materials for both RD/DRD for use on official trips or executive board meetings.
- Make travel arrangements for RD/DRD - including preparation of trip documents, tickets and hotel reservations and submission of security clearance.
2. Coordination of activities for the RD's office
- Maintain the RD/DRD calendar and schedule appointments and meetings.
- Support the RD/DRD in preparation and organisation of regional meetings/ workshops.
3. Assist RD/DRD in all the Gender Dimension Activities
- Act as Gender Results Network Focal Point.
- Support in close consultation with Gender Officer, the communication of gender mainstreaming activities to internal and external audiences.
- Advise the RD/DRD on gender issues.
- Support the development of programming around gender, women's empowerment and women's rights issues.
4. Communication & Information dissemination
- Provide a full range of business support services to the RD's office to contribute to the effective functioning of business operations.
- Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
- Actively seek and use feedback to improve business processes and procedures.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in administration.
Experience: 5 years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Language: Fluency in both oral and written communication in English.
Knowledge & Skills:
- Knowledge of specialized common business practices and methods gain through relevant technical training and experience.
- Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
- Ability to carry basic data analysis and independently rectify problems requiring attention.
- Ability to monitor to monitor and record financial transactions.
- Good communication skills required to give and receive information and work with a variety of individuals.
- Ability to maintain confidentiality.
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