Senior Management Support Associate

Organizational Context

The Senior Management Support Associate plays a key coordination role in delivering administrative and operational support across multiple functional areas, including human resources, finance, supply, and office management. Operating with a high degree of independence, the incumbent ensures the effective implementation of management support processes and contributes to the continuous improvement of workflows and internal controls.

Job Purpose

The Senior Management Support Associate plays a key coordination role in delivering administrative and operational support across multiple functional areas, including human resources, finance, supply, and office management. Operating with a high degree of independence, the incumbent ensures the effective implementation of management support processes and contributes to the continuous improvement of workflows and internal controls. The role requires oversight of routine service delivery, coordination with functional specialists, and the provision of quality assurance and guidance to more junior staff. The incumbent may act as a focal point for certain operational functions and is expected to proactively identify issues, propose solutions, and support decision-making by management in alignment with organizational policies and standards.

Responsibilities

Coordinate and oversee end-to-end recruitment logistics, including drafting vacancy announcements, initial screening, scheduling interviews, and ensuring timely onboarding and induction processes. Monitor and proactively manage staffing data, contract expirations, leave plans, and workforce planning dashboards, flagging issues and advising supervisors on appropriate HR actions. Serve as a focal point for interpreting and applying HR policies, entitlements, and procedures, referring complex cases to HR focal points as needed. Track performance management compliance and support the implementation of learning and development plans by coordinating training logistics and maintaining records. Draft and review correspondence and documentation related to human resources actions, ensuring alignment with policy and internal controls. Monitor and analyze budgets and expenditure trends; prepare detailed financial tracking reports, identify variances, and provide recommendations for corrective action. Prepare and verify a range of financial transactions including payment requests, travel claims, and vendor payments, ensuring compliance with applicable financial regulations and rules. Support the financial closure process by consolidating inputs, resolving outstanding items, and preparing analytical summaries for management review. Coordinate with Finance and Programme units to reconcile financial records and provide input on budget planning and revisions. Lead the initiation and tracking of procurement processes, ensuring accuracy and completeness of supporting documentation, and compliance with procurement procedures. Coordinate vendor communications, draft routine contracts or agreements, and maintain vendor databases and contract records. Analyze procurement metrics and provide inputs on improving lead times and efficiency; escalate procurement risks or delays as appropriate. Oversee inventory and asset management activities, ensuring timely updates to records, physical verification, and reporting discrepancies to supervisors. Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). Perform other related duties as required.

Work Experience

Progressively responsible experience in administrative and management support functions, with demonstrated depth in areas such as human resources, finance, procurement, or general operations. Proven experience in applying and interpreting organizational policies and administrative procedures. Experience coordinating multiple support functions in complex or high-volume environments. Demonstrated ability to identify issues, contribute to problem-solving, and recommend process improvements. Supervisory experience is required.

Skills

Contracts and invoice management Facility Management Monitor administrative and staff budget Office supplies management Budget and Financial Management General Financial Management Operational Workforce Planning Project Management Public procurement People Management

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