Overview
Provide administrative and operational support for the efficient management of the Social and Human Sciences Sector’s programmatic and financial activities.
Key Responsibilities
- Provide comprehensive administrative support to the SHS Sector’s regular programme budget and extrabudgetary projects.
- Assist in maintaining project work plans, activity schedules and implementation tracking tools.
- Maintain records of contract deliverables and payment schedules and follow up on documentation requirements.
- Draft, format, and proofread routine correspondence, internal memoranda, and project-related documentation.
- Facilitate the flow of information and documentation between the SHS Sector and other units.
- Assist in the organisation of Sector meetings, consultations, workshops, and events.
- Assist the SHS Sector in financial management of its regular programme budget and extrabudgetary funds.
- Maintain budget tracking records and compile expenditure information.
- Support the preparation of financial progress reports, budget revisions, and financial statements.
- Assist in the reconciliation of project accounts and verify financial data entries.
- Support vendor registration processes and maintain vendor and supplier information.
- Assist in the formatting, processing and administrative review of Terms of Reference and related procurement documentation.
- Process vendor and contractor payment requests.
- Track deliverables and payment milestones under consultant and vendor contracts.
- Provide logistical support for the planning and implementation of SHS Sector events.
- Coordinate hospitality arrangements for international days, official events, and external stakeholder meetings.
- Support the preparation of event materials, background documentation, and participant communication.
- Support the SHS Sector in the preparation and updating of travel plans; make travel arrangements.
- Prepare required travel requisitions; monitor the travel budget.
- Arrange hotel accommodations and other related logistics.
- Coordinate with the Administrative Department to finalize travel requests and settle travel claims.
- Provide support to SHS Sector communication activities, including drafting and formatting social media content, newsletters, event announcements, and other visibility materials.
- Assist in the maintenance of SHS Sector web content, SharePoint sites, and institutional memory repositories.
Required Experience
Minimum two (2) years of relevant professional experience in programme or project administration, financial administration, procurement, or a related field, preferably within an international organisation, United Nations agency, government institution, or non-governmental organisation. Demonstrated experience in financial monitoring, budget tracking, and/or procurement support functions. Experience in the preparation of contracts, Terms of Reference, and correspondence documents in a professional context. Experience in organising meetings, workshops, or similar events, including logistical coordination.
Qualifications
A minimum of a post-secondary qualification (diploma, certificate, or university degree) in business administration, social sciences, international relations, or a related field.
