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Team Leadership and Coordination:
o Lead the General Services Team, providing supervision, guidance, and team development.
o Ensure seamless coordination of administrative functions across teams and offices.
o Develop and implement procedures to enhance office efficiency, aligning processes with regional leadership globally.
o Serve as the main liaison for administrative coordination between teams.
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Procurement Management:
o Oversee the procurement process, ensuring transparency, efficiency, and compliance with PSI and donor standards.
o Manage supplier relationships, negotiate contracts, and ensure the quality of acquired goods and services.
o Supervise and manage the preparation of requests for proposals.
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Project Coordination:
o Lead and coordinate administrative projects, including office enhancements and policy implementations.
o Collaborate with departments to ensure timely project completion, balancing priorities and resources.
o Ensure adherence to project deadlines, budgets, and stakeholder expectations.
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Governance and Meeting Support:
o Oversee the organisation of PSI governance meetings, including logistics, agenda preparation, and document coordination.
o Assist in the planning and operational execution of key events, such as Congress.
o Maintain accurate records and ensure compliance with governance standards.
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IT and Information Management:
o Manage document archiving and information systems for the Head Office.
o Coordinate with IT providers for system implementation and user support.
o Oversee system upgrades and administration-related IT tools.
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Executive Support:
o Support the General Secretary and Senior Management Team in executing their constitutional and political duties.
o Act as a backup for the Head of Global Operations to ensure smooth administrative operations in their absence.
Education:
* Bachelor's degree in Business Administration, Project Management, or related fields.
Skills and Attributes:
* Strong organisational and multitasking skills, able to manage competing priorities under pressure.
* Experience leading administrative projects from inception to completion.
* Excellent interpersonal skills, with the ability to communicate effectively in a multicultural environment.
* Strong team player with leadership capabilities.
* Proficiency in MS Office (Word, PowerPoint, Excel), project management tools, and CRM software (e.g., Salesforce).
Experience:
* At least 5 years of experience in senior administrative roles, with experience managing teams and leading projects.
* 10 years of experience in diverse administrative functions, ideally within an international organisation or NGO.
* Experience in procurement processes and IT support management is advantageous.
Languages:
* Fluency in English and French is required