Responsibilities: Provide broad administrative support to the DDG M&R, including managing scheduling priorities, coordinating calendars, supporting preparation for meetings and engagements, and ensuring timely administrative follow-up, in order to optimize the effective use of the DDG M&R’s time and attention.
Coordinate the preparation of briefing packages, background notes and consolidated inputs for meetings, missions, events and senior level engagements under the Management and Reform portfolio, including drafting content and summarizing key information, and liaising with relevant departments and offices to ensure accuracy, completeness and timeliness.
Track, monitor and analyze follow up actions arising from high level meetings, committees, governance bodies and internal consultations; maintain action tracking tools; identify delays, risks or cross cutting issues; and flag them to management with proposed solutions, as appropriate.
Support planning, monitoring and reporting on Management and Reform initiatives and priorities, including the preparation of summaries, progress updates, dashboards and timelines.
Undertake structured research and analysis on issues relevant to the Management and Reform portfolio, drawing information from corporate systems, internal documentation and external sources.
Review, consolidate and perform quality assurance on incoming and outgoing correspondence, to ensure consistency with organizational standards, messaging and deadlines, and support the drafting of responses, when required.
Monitor and follow up on administrative actions (human resources, finance, procurement, contracts and logistics) initiated by relevant units on behalf of the DDG M&R Office; follow up on pending items; identify bottlenecks or inconsistencies; and coordinate resolution with responsible administrative counterparts.
Coordinate travel, scheduling and logistical arrangements for DDG M&R as prepared by ensuring compliance with organizational policies, cost effectiveness and alignment with priorities.
Contribute to the maintenance and improvement of filing, records management and knowledge sharing systems within the DDG M&R Office, including SharePoint and other internal platforms, and propose enhancements to improve efficiency, accessibility and institutional memory.
Review administrative procedures and workflows within the Office; identify opportunities for simplification, standardization or risk mitigation; and support the implementation of agreed process improvements.
Support tour on duty preparation and planning, including travel arrangements, administrative and logistics arrangements.
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Perform such other duties as may be assigned.
