Business Operations Coordinator (Mercy Committee)

Key and Critical Responsibilities

Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance <div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div>Trains and guides staff in performing work assignments. </div><div>Manages and coordinates the arrangements for meetings, workshops, conferences and other similar events, both internally and externally, by providing logistical support including: </div><div>          - scheduling dates and arranging for air and ground transport; </div><div>         - arranging accommodation; </div><div>         - sourcing and reserving conference facilities; </div><div>         - preparing agenda and taking minutes/notes; and </div><div>         - following up the implementation of actions and decisions taken as required. </div><div>Supervises and coordinates activities related to processing , maintaining and updating of manual and electronic correspondence, documents and databases and office support such as: </div><div>         - maintaining manual and electronic filing system/databases/libraries; </div><div>         - sorting, recording and routing all incoming correspondence and documents; </div><div>         - filing of correspondence and documents manually and electronically and, </div><div>         - independently assigning metadata to facilitate electronic searches; </div><div>         - dispatching outgoing correspondence, documents; and </div><div>         - providing photocopying, printing, scanning, faxing, binding and other office assistance support. </div><div>Assists in the execution of the design, implementation and evaluation of the Divisions policies, projects and programmes; also assists in monitoring the work programmes of the Division to which assigned, follows up on actions to be taken and provides timely reminders on key deliverables system success. </div><div>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. </div><div>Provides project management support such as identifying and managing resources to ensure project and </div><div>Coordinates arrangements for local and foreign travel, sources information on costs, develops cost proposals and justifications, plans the itinerary and makes ground transport arrangements, as necessary. </div><div>Contributes to the creation of innovative procedures and policies as a means of improving Divisional and Ministry's /Department's work practices and arrangements. </div><div>Prepares and/or guides the preparation of complex correspondence, reports and other documents, includin Cabinet Notes. </div><div>Maintains liaisons with other Divisions/Units to ensure that the needs of the Divisions/Units are met. </div><div>Undertakes research and prepares justification for acquisition/procurement of stationery, books and other office supplies and equipment for the Division/Unit. </div><div>Undertakes research and prepares justification for acquisition/procurement of stationery, books and other </div><div>Performs advanced secretarial support to senior managerial staff such as : Preparing and formatting documents from manuscript or dictation and generating documents such as memoranda, letters, reports, tables and spreadsheets utilizing word processing and other software; </div><div>         - Reviewing and screening incoming correspondence, making preliminary assessment of importance, handling personally or forwarding to superior; </div><div>         - Receiving and screening incoming calls and visitors , determining priority matters and notifying superior accordingly, and </div><div>        - Coordinating and managing the superiors calendar by arranging appointments and engagements. </div><div>Performs other duties related to the core functions of the position. </div><div><br></div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div>