Job Description: Lead the General Services Team, providing supervision, guidance, and team development. Ensure seamless coordination of administrative functions across teams and offices. Develop and implement procedures to enhance office efficiency, aligning processes with regional leadership globally. Serve as the main liaison for administrative coordination between teams. Oversee the procurement process, ensuring transparency, efficiency, and compliance with PSI and donor standards. Manage supplier relationships, negotiate contracts, and ensure the quality of acquired goods and services. Lead and coordinate administrative projects, including office enhancements and policy implementations. Collaborate with departments to ensure timely project completion, balancing priorities and resources. Oversee the organisation of PSI governance meetings, including logistics, agenda preparation, and document coordination. Manage document archiving and information systems for the Head Office. Support the General Secretary and Senior Management Team in executing their constitutional and political duties. Responsibilities:
* Team Leadership and Coordination:
* • Lead the General Services Team
* • Ensure seamless coordination of administrative functions
* • Develop and implement procedures to enhance office efficiency
* • Serve as the main liaison for administrative coordination between teams
* Procurement Management:
* • Oversee the procurement process
* • Manage supplier relationships
* • Ensure the quality of acquired goods and services
* Project Coordination:
* • Lead and coordinate administrative projects
* • Collaborate with departments to ensure timely project completion
* • Ensure adherence to project deadlines, budgets, and stakeholder expectations
* Governance and Meeting Support:
* • Oversee the organisation of PSI governance meetings
* • Assist in the planning and operational execution of key events
* • Maintain accurate records and ensure compliance with governance standards
* IT and Information Management:
* • Manage document archiving and information systems
* • Coordinate with IT providers for system implementation and user support
* • Oversee system upgrades and administration-related IT tools
* Executive Support:
* • Support the General Secretary and Senior Management Team
* • Act as a backup for the Head of Global Operations
Requirements:
* Education: Bachelor's degree in Business Administration, Project Management, or related fields
* Skills and Attributes:
* • Strong organisational and multitasking skills
* • Experience leading administrative projects
* • Excellent interpersonal skills
* • Strong team player with leadership capabilities
* • Proficiency in MS Office, project management tools, and CRM software
* 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.