Our client is looking for an organized, analytical administrative coordinator, with exceptional communication and problem-solving skills to handle office duties and admin-related operations. These tasks involve organising international meetings, reporting, monitoring implementation of meeting resolutions, monitoring project plans, schedules, expenditures and facilitating communication between member countries and other stakeholders.
RESPONSIBILITIES:
- Organise and arrange the logistical requirements of international meetings in an effective and efficient manner according to predefined standards.
- Create and manage an annual meeting dates planner for the Association.
- Manage the resources associated with the meetings e.g. obtaining relevant service providers for the virtual meetings.
- Obtain agendas and send meeting notifications.
- Prepare and distribute meeting document packs for meetings.
- Load and publish agendas, minutes.
- Compile reports.
- Make sure the meeting resolutions are acted upon.
- Ensure backup support is available for every meeting.
- Organise travel bookings and arranging visas for travel where required.
- Arranging meetings including organisation of people travelling from multiple countries, planning hotels and airport pick up, ensuring all parties are aware of plans.
- Set up and maintain paper and electronic filing systems and ensure compliance to management requirements in terms of documentation control.
- Actively contribute to the effective delivery of project tasks according to allocated duties and project plan and escalate identified risks.
- Effectively update and maintain documentation of project work for reference and audit purposes.
- Oversee and organize participation at conference, including workshops and panel discussions.
- Manage and execute webinars in coordination with international stakeholders.
- Secure speaking opportunities at conferences, on panels for the President and Secretary General.
- Analyse the effectiveness of membership campaigns to adjust and improve approaches.
- Communicate with all PAPA stakeholders on a regular basis.
- Identify communication deficiencies and provide regular feedback to the Secretariat
- Create and update the Stakeholders database.
- Produce messages and grow social media presence through content creation and consistent updating (twitter, LinkedIn, Facebook).
- Updating of the website content in consultation with other member countries.
- Support budgeting procedures and manage expenditure control.
- Collect and receive invoices of service providers and arrange for payment.
- Sort and check invoices and all supporting documentation.
- Compile financial reconciliation statements for the Association and ensure signed off.
- Verification of payments according to standards set.
- Advise the Secretariat of possible non-deliverables, looming problems, and resource issues.
- Conduct internal audits to ensure adherence to quality management procedures and policies.