Administrative Support Specialist

Job Purpose To provide comprehensive administrative, coordination, front-office, and logistical support to the Resilience and Climate Action Department, ensuring the smooth and timely execution of departmental operations, meetings, missions, records, and priority assignments. Main Tasks • Serve as the Department Director’s Administrative Assistant and provide administrative and coordination support to the Department. • Serve as the Rapporteur for departmental meetings, including preparing agendas, recording minutes, tracking agreed actions, and maintaining official records. • Serve as the Department Time Coordinator and support compliance with applicable attendance and time-management policies. • Manage the Department Director’s Front Office operations, including monitoring departmental budget performance, coordinating mission requests, and supporting related administrative processes. • Manage office stationery and supplies and ensure their timely availability. • Monitor and follow up on staff missions, Back-to-Office Report (BTOR) submissions, and mission settlement processes. • Manage logistical and administrative arrangements for visiting delegations and official guests. • Coordinate with all Divisions on departmental matters and facilitate effective communication, information flow, and collaboration. • Follow up on urgent and high-priority assignments from Department leadership to support timely action and resolution. • Undertake ad-hoc assignments and special tasks as directed by the Department Director. KEY SKILLS & NECESSARY KNOWLEDGE • Strong organizational, coordination, and time-management skills. • Effective written and verbal communication skills, including professional correspondence and meeting minutes. • Ability to prioritize urgent assignments, track actions, and follow through to completion. • Strong interpersonal skills and ability to coordinate effectively across Divisions and with internal and external stakeholders. • Attention to detail, accuracy, discretion, and the ability to handle sensitive information appropriately. • Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams. • Working knowledge of administrative processes related to budgets, missions, travel settlements, records management, and office logistics. • Adaptability and ability to work effectively in a dynamic, deadline-driven environment. ACADEMIC AND PROFESSIONAL QUALIFICATION • Bachelor’s degree in Business Administration, Management, Public Administration, Office Administration, or a related field. • Minimum of one year of relevant work experience in administrative support, office coordination, executive assistance, or a related area. Show more Show less