Administration Associate (Assistant to Country Manager)

Dutystation: Manila (Family Duty Station), Philippines

Functional responsibilities

Under the general guidance and supervision of the Country Manager, the incumbent responsibilities include the following:

Summary of Key Functions
1. Administration and Travel Support

• Administration and Travel Support

• Knowledge building and Knowledge Sharing

• Coordinate the flow and prioritization of correspondence to and from the Country Manager’s Office. Receive and screen all regular and confidential correspondence which requires the attendance of the Country Manager.

• Draft minutes of meetings and routine correspondence related to the Country Manager’s work.

• Respond or draft responses to a wide range of correspondence and other communication.

• Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up action done.

• Plan and organize daily work, and take independent and timely decisions to meet objectives.

• Monitor the implementation of action points related to management meetings.

• Maintain a tracking system to ensure the timely completion of tasks.

• Compose important and confidential correspondence and justifications as required by the Country Manager on tasks within the area of responsibility.

• Establish an efficient electronic and maintain filing, hard-copy filing system for the Country Manager’s office, including confidential documents and records.

• Research and provide background material for the Country Manager in advance of meetings.

• Summarize highlights of management meetings and disseminate minutes, information, reports, etc. from meetings and follow up action taken when required.

• Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Country Manager’s absence.

• Maintain the Country Manager’s calendar of official engagements/coordinate and manage the calendar commitments.

• Make sure that all background documents, talking points and speeches are prepared on time, organized and available.

• Monitor day-to-day functioning of the Country Manager’s office.

• Ensure travel and accommodation arrangements are made in a timely manner.

• Maintain strict compliance with confidentiality required on documentation and information received.

• Responsible for all protocol related assignments.

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Supervise the pooled car Driver and manage the utilization of vehicle.

• Perform other duties and required.

2. Knowledge building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

EDUCATION:

• Completion of Secondary education is required.

• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate some of the required years of experience.

• Minimum six (6) years of experience in providing support in the field of administration, operations, secretarial services, or related field in combination with a high school diploma is required

• Experience as an assistant to a Country Manager in a similar field of work, or exposure would be an asset.

• Knowledge of UN rules and regulations, government Country Managery, NGOs, UN agencies, embassies, other offices, etc. will be an asset.

• Prior experience in liaising with government Ministries, Departments, and Agencies and a good understanding of related communication protocols is an asset.

• Strong overall communication skills are required.

LANGUAGE:

• Full working knowledge of English is required.