tendersglobal.net
Functional Overview The Team Assistant is responsible for the smooth, efficient and reliable administrative support to managers and project(s) staff for project(s)-related activities. S/he works in close collaboration with project(s) team members and provides guidance to new staff/personnel on the regulatory framework, standard administrative practices and operating procedures of ICMPD.
Key Results
Support to Project Implementation: Routine correspondence drafted and prepared. Reports, technical documents, and communication materials compiled and formatted in accordance with standard ICMPD operating procedures. Presentation materials compiled and prepared using appropriate technology/software. Databases updated and maintained e.g. mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
Support to Project Operations: Administrative support provided to the recruitment of experts (including preparation of vacancy notices) and support to procurement and contracting services. Expert and project(s) team members’ travel organized in a timely manner including calculations for Daily Subsistence Allowance (DSA), visa, travel and hotel arrangements and travel authorizations and claims. Contracts with service providers and experts/consultants regularly monitored and payments implemented according to payment schedules. Standard ICMPD administrative practices implemented in line with standard operating procedures.
Support to Events and Meetings: Logistical arrangements efficiently undertaken for internal/external meetings and other events, including preparation of invitation letters, compilation and distribution of working documents and other materials. Meeting facilities organised, arrangements made for accommodation, any social programme, catering, audio-visual equipment and logistics for arrivals and departures. Visa and travel arrangements coordinated and prepared together with travel authorizations/claims for the participants/staff /personnel. Cost estimates calculated, including DSA and payment(s) prepared. Minutes and/or notes of internal meetings accurately prepared.
Required Expertise
Qualifications, Experience and Language Skills
Please apply through the official ICMPD website below:
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