Senior Administrative Assistant

Main purpose / objectives / functional aspects of the job

2.1. Office management

2.2. Administrative tasks

2.3. Event Organizer

2.4. Back up when Boi is not in the office

2.5. Agenda holder, trips arrangements, invoices processing

Key performance / result areas (KPAs)

3.1. Deliver Organisation of Botswana meeting in November

3.2. Organize and administer office tasks smoothly

3.3. Implement Boi’s needs for support in a professional way

4.Specific tasks need for implementation of the above KRSa/KPAs:

4.1 All correspondence

4.2 External relations to handle

4.3 Basic accounting/budget handling

4.4 Other admisnitrative tasks (maintain stocks, assist with staff travel, leave policy, IT, insurance, publications)

5.Organisational chart – indicating reporting lines

Reports to Boi

Has full support of Office Manager and Director of Operations (in Geneva) for logistics issues

6.Qualifications, competencies and experience

6.1 Formal education requirements

• Minimum qualifications

Commercial/admin/secretary certification

• Ideal qualifications

Plus: event organization qualifications/

basic financial/accounting skills

Ideally would also speak french and/or Portuguese

6.2 Given minimum educational qualification,what is the minimum period of relevant experience requiredto be considered for the job?

•Describe type of experience required

Already a few years of administrative office tasks

Ideally already in charge of event planning, organizing, delivering

•Minimum number of years of relevant experience

3 years

6.3 What is the period of full time training or exposure that a fully qualified and experienced person from outside the organisation would need in COHRED before being able to handle all aspects of this job ?

Spend some weeks with Boi, read relevant documentation, be familiarized with Cohred website, see Rhinno demonstration, organize a few phone calls with the rest of the staff

6.4 Special competencies required for this job*(skills, knowledge, attributes) (below are examples: adapt for each job specifically !)*

Competency

Required level of proficiency

1=Novice; 2=Intermediary; 3=Personal mastery; 4=Coach; 5=Leader

1. Ability to work both autonomously and within a team 5
2. PC skills 4
3. Organisational and planning skills . Event management skills 5
4. Financial & Budgetary skills 2
5. Highly structured and reliable person 5
6. Ability to work under pressure, prioritise and multi-task to meet deadlines as required 4
7. Excellent communication and interpersonal skills in different cultural settings 4

7.Leadership responsibility

7.1 Process management responsibility:the number of people, within or outside the organisation, directly influenced by the jobholder. If this differs from one process to the next give the average amount of people influenced on a regular basis as part of the process

• 3 people on the W4D team
• other COHRED staff relevant to the tasks

8.Financial and other dimensions of the job:

8.1 Signing authority and maximum:Is the jobholder empowered to sign agreements etc. which may be binding on the organisation ? If so, to what level?

no

8.2 Is the jobholder responsible for any aspect of cost control or for materials, stock or equipment?If yes, what is the monetary value and to what extent is the person accountable or responsible? This implies that the jobholder controls an element of an operating budget, which is monitored, e.g. stationery

Monitor office stocks and expenses, trips, events budget under the supervision of Boi

8.3 Does the jobholder have a direct responsibility for controlling operational costs or expenses ?

Will organize and control expenses, ensure quality of services and efficient cost control, under the final responsibility and signature authority of Boi

9.Period of planning linked to the job

What is the longest (macro) period that the job holder has to plan ahead?This refers to the broadest business or strategic plan.

6 months

10.What critical decisions is the job holder normally authorized to make ?

Sounding the “alarm bell” in terms of contract reporting, warning in case of any sign of potential fraud or abuse of COHRED funds and resources)

How to apply:

Applications can be made by sending a letter of application together with your CV to jobs@cohred.org