Business Support Assistant (dcd Support Services) Sc5, Port-au-prince, Haiti

Organizational Context

This position is based in Port-au-Prince, Haiti, reporting to the Deputy Country Director (Support Services). The incumbent provides high-level support to the front office, ensuring effective coordination of priorities, information flow management, and smooth administrative processes within the office. This role involves managing complex support activities, interpreting policies, and independently managing priorities.

Job Purpose

The Business Support Assistant will provide comprehensive executive support to the Deputy Country Director (DCD), ensuring efficient management of priorities, workflows, and daily operations. This includes managing the DCD's agenda, coordinating official travel, and maintaining structured filing systems. The role involves preparing and consolidating reports, responding to complex administrative requests, and overseeing administrative processes and data management systems to ensure accuracy and timeliness. The incumbent will also review and ensure the quality of documents, recommend process improvements, and provide coordination and guidance to junior colleagues. This position is crucial for supporting the smooth functioning of the office and contributing to effective decision-making and information flow.

Responsibilities

The Assistant in Activity Support (DCD Support – Support Services) provides comprehensive executive and administrative support to the Deputy Country Director (DCD). Key responsibilities include efficiently managing the DCD's priorities, daily operations, and workflow, as well as coordinating their agenda, ensuring all briefing documents are prepared accurately and on time. The role involves meticulous coordination of official travel and logistics, collaborating with internal units and external partners to ensure smooth missions. The assistant is also responsible for establishing and maintaining robust filing, archiving, and database systems, guaranteeing data accuracy, accessibility, and organizational compliance. Furthermore, the position requires preparing, reviewing, and consolidating various documents such as reports, correspondence, and briefing notes, often involving background research and adherence to institutional standards. The incumbent handles complex administrative requests, providing precise and solution-oriented responses. They oversee administrative processes and data management systems to facilitate effective decision-making and information flow, and review document quality, recommending improvements for clarity and accuracy. Identifying and proposing process enhancements to boost efficiency and service quality is also a core duty. The role extends to tracking documents requiring DCD approval, supporting the organization of meetings and events, and offering guidance to junior colleagues, ensuring consistent and high-quality support services across the office.

Work Experience

Requires at least five years of progressive professional experience in a relevant field, including general administrative support experience.

Skills

Administrative Support, Coordination, Information Management, Data Management, Reporting, Process Improvement, Executive Support, Logistics Coordination, Document Management, Communication, Problem-Solving, Financial Transaction Tracking, Confidentiality, Team Coordination, Research

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