Overall purpose

The Administrator will support the global Programme Services Team and Programme Services Director with day-to-day tasks related to organizing online and in-person events, project management support, international work-related travel, and diary management

This role supports a large number of colleagues and acts as a first point of contact for many external stakeholders. Therefore, the Administrator will need to demonstrate a high level of communication and interpersonal skills

Tasks and responsibilities

Supporting Events

• Providing coordination and logistical administrative support to PST members for organization of in-person conferences, serving as the first point of contact, for example:
•  Issuing invitations
•  Selection and booking of venues
•  Visas and flights for external and GAIN attendees
•  Related procurement processes e.g., raising purchase orders, contracts and payment of invoices
•  Processing remuneration and per diems for external attendees
•  Providing coordination and administrative support to PST members for organising online events / webinars including diary invitations, setting up the right technology, preparing and disseminating materials, contacting speakers / panelists, arranging to pay them if necessary. Support related procurement tasks like raising POs, paying invoices or expenses.
•  Helping with processing and gathering information required for financial planning and auditor’s requests related to events (including forecasting and budgets)
• Project Management Support (PRISM)
•  Update the PST intranet (SharePoint) as directed by PST members to reflect the latest team structure and programme / project summaries
•  Assist PST members in updating project profiles on our project information system (PRISM)
•  Assist PST Director in preparing relevant reports on project performance and status for SMT and board meetings

  International Travel

  •  Providing travel support to PST team members for complex itineraries and including assistance with visa processing
  •  Ensuring strict compliance with GAIN safeguarding and security provisions for all travellers to PST events
  •  Manage travel for Director and Deputy Director of PST

  Diary Management Support

  •  Manage diary for the Director of Programme services.
  •  Assist PST members in arranging complex meetings with large number of attendees, and at times attendees external to GAIN.

  Key organisational relationships

  •  Reports to the Senior Advisor, Commercial Solutions
  •  Director of Programme Services and Deputy Director of Programme Services
  •  Liaise with the PST team members based in various GAIN offices
  •  Head of Operations, India.
  •  Liaise with GAIN’s official travel agent                                                                                                                                                                                                                                                                    JOB REQUIREMENTS

  Competencies

  •  Strong ability to use initiative, prioritize, multi-task, work well under pressure to meet deadlines.
  •  Fast learner, with the ability to quickly adapt to systems and processes.
  •  Team player, flexible (including ability to accommodate time zones), goal-oriented, a real “can do” attitude.
  •  Excellent communications skills (both oral and written)
  • Strong ability to work autonomously without close supervision and collaboratively in a multi-cultural, cross functional team environment.
  • Demonstrable interpersonal and organizational skills
  • Proactive with a commitment to quality and accuracy with close attention to detail
  •  Computer literacy with excellent command of Excel, MS word, Outlook, and Power Point skills.
  •  Ability to operate and effectively liaise with a range of partners

  Experience

  • Demonstrable experience in an administrative role supporting multiple members of a geographically dispersed team (essential)
  •  Proven experience of organizing online and in-person events and associated logistics including visas, venues / hotels and flights etc.
  •  Previous experience in working in a fast-paced environment, whether in the private or not for profit sector
  •  Experience working with internal and external stakeholders at all levels
  •  Familiarity with Project Management processes & terminology

    Education

  • Relevant diploma or certification in a relevant subject or suitable work experience

    Other requirements

  • Candidates must have the existing right to work and live in the region of application with the appropriate documentation to be considered for this position.

  • An excellent command of English (verbal and written).  A second language (French or Portuguese) a plus.