JOB DESCRIPTION FOR ADMINISTRATIVE COORDINATOR

Applications due date: 2014-11-28
POSITION: Administrative Coordinator
BAND: D
LOCATION: Port au Prince, Haiti

Overall Responsibilities

The Administrative Coordinator is responsible for ensuring the smooth operation of technical efforts and/or field activities by coordinating programmatic information and providing logistical support for specific activities for the Leadership, Management and Governance project in Haiti (LMG/Haiti). She or he works with one or more project teams and is responsible for the day-to-day coordination of project-specific activities. She or he is responsible for working with other staff to coordinate technical assistance and to keep staff informed of the status of specific project activities. S/he is also responsible for preparation of workshops materials, and onsite support is provided to the technical teams.

SPECIFIC RESPONSIBILITIES

1. Act as the key administrative staff person on project activities.

2. Coordinate logistics for project trainings, workshops, and meetings including scheduling, facilities set-up, coordinating travel arrangements, food procurement, and equipment needs.

3. Prepare agenda, produce and supply materials, record and distribute meeting notes.

4. Assist, on request, technical team leaders and the M&E team

5. Work with the local IT services vendor and ensure with MSH IT support that IT systems are well-functioning

6. Handle logistic issues related to trainings or workshops

7. Manage HR related documentations and filing such as leave forms, bi-monthly timesheet, vacancy announcement staff orientation and contracting.

8. Ensure that all office equipment and utilities are in good operating conditions

9. Assist for any other duty on supervisor’s request

1. Bachelor’s degree and/or equivalent relevant administrative assistant experience.

2. Strong administrative, organizational, and written and verbal communication skills.

3. Organized and able to work well under pressure.

4. Ability to carry out independent work, to take initiative, and to use good judgment.

5. Strong PC skills to include knowledge of Microsoft Word, Excel, PowerPoint, Outlook, internet research and database use.

6. Ability to handle multiple tasks and demanding schedules to deliver high quality results on time

7. Familiarity with Microsoft Outlook desirable.

8. 2+ years of relevant administrative experience in supporting work groups

9. Knowledge of USAID or other donor organizations a plus.

10. Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.

11. Demonstrated ability to use discretion and good judgment. Ability to maintain a high level of confidentiality and tactfulness.

Note: Please note this is a local position paid in local currency according to MSH-Haiti Salary Scale.
No allowances will be permitted under this position

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.