Operations Coordinator

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  Team Leadership and Coordination:
  • 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.
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  Procurement Management:
  • 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.
  • Supervise and manage the preparation of requests for proposals.
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  Project Coordination:
  • Lead and coordinate administrative projects, including office enhancements and policy implementations.
  • Collaborate with departments to ensure timely project completion, balancing priorities and resources.
  • Ensure adherence to project deadlines, budgets, and stakeholder expectations.
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  Governance and Meeting Support:
  • Oversee the organisation of PSI governance meetings, including logistics, agenda preparation, and document coordination.
  • Assist in the planning and operational execution of key events, such as Congress.
  • Maintain accurate records and ensure compliance with governance standards.
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  IT and Information Management:
  • Manage document archiving and information systems for the Head Office.
  • Coordinate with IT providers for system implementation and user support.
  • Oversee system upgrades and administration-related IT tools.
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  Executive Support:
  • Support the General Secretary and Senior Management Team in executing their constitutional and political duties.
  • 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