JOB DESCRIPTION
TITLE: Regional Senior Administrative Assistant (Multiple)
DATE: March 17, 2021
DEPARTMENT: Latin America & the Caribbean
SUPERVISOR: Regional Director
LOCATION: Washington, D.C.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
POSITION SUMMARY: The Regional Sr. Administrative Assistant will serve as the focal point for country and D.C. staff in day-to-day administrative matters and program support.
| ESSENTIAL ACCOUNTABILITIES AND RESPONSIBILITIES |
Support to Country Programs
- Coordinate logistical and administrative matters for the team, including meeting schedules, travel arrangements, and financial reconciliations, and alongside the respective program managers and administrative teams.
- Provide administrative support for proposal and work plan development, assisting with the creation of budgets and budget notes and other annexes, as needed.
- Provide logistical support to teams during trainings, events and implementation of other program activities, as needed.
Communications
- Coordinate the regular maintenance of the team’s respective country pages on the public NDI website, in consultation with program managers.
- Translate documents between Spanish and English and vice-versa, including trip agendas, correspondence and program documents.
- Track country team-related activities and events.
Systems
- Develop and maintain country team tracking systems for programmatic and financial data, including timely submission of country and/or partner reports and deliverables, donor reports and program expenditures and projections, in collaboration with the respective program manager.
- Ensure timely entry of indicator data into relevant MEL trackers and assist with data visualization of MEL data for reports.
- Research and share best administrative practices in DC and with other country and regional teams.
Operations
- Assist in training new team members and coordinating staff development on administrative, logistical and NDI-related procedures.
- Coordinate with program staff, short-term consultants, trainers, and observer delegates and NDI’s travel agent and the operations team to support staff travel and events.
- Help streamline monitoring of procurement processes and personal service contracts in coordination with the respective program managers and administrative teams.
- Monitor the tracking and distribution of team office supplies and equipment, including computers/laptops, and other electronic equipment for program participants.
- Assist the Regional Director in tracking country office registration processes and/or security protocols.
- Assist with managing and coordinating team retreats, meetings and other events.
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| PERIPHERAL ACCOUNTABILITIES AND RESPONSIBILITIES |
- Perform other duties and projects as assigned by the Regional Director.
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| PARAMETERS |
| Incumbent operates under general supervision, receives direction on most processes and methods and is assigned most work.
The position has no direct reports. |
| EDUCATION AND/OR EXPERIENCE |
- Associate’s degree, preferably in a field related to international studies or business, or equivalent experience. A Bachelor’s degree and knowledge of Latin America and the Caribbean and its political developments, or equivalent experience in this area, is a plus.
- Minimum of (2) years relevant experience required, preferably in a similar role/organization. Previous experience with event planning and management, as well as basic expense and invoice management as well as budget tracking, are highly desired.
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| REQUIRED SKILLS AND ABILITIES |
- Ability to manage multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; deadline and detailed oriented; requires little oversight to complete tasks.
- Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of established administrative systems.
- Capacity to work both independently with minimal supervision and as a member of a team.
- Strong time management skills.
- Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors.
- Strong oral and written communications skills. Excellent grammar, punctuation and editing skills.
- Ability to know when to ask questions and seek guidance when necessary.
- Ability to define problems, collect data, establish facts and draw conclusions.
- Proficiency with Microsoft Windows, Excel spreadsheet applications, and internet-based content research. Proficiency with accounting, expense reporting, project tracking software is highly desired.
- Proficiency with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired. Basic database skills are desired.
- Fluency in Spanish is highly desired.
- Ability and willingness to travel to regional locations, if necessary.
- Ability to apply discretion and maintain confidential information.
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WORK ENVIRONMENT
This position is performed in an office environment.
PHYSICAL REQUIREMENTS
- Sitting/mobility – to work at a desk and move around work areas.
- Speaking/Hearing- to engage orally in conversations with others
- Seeing -to effectively use a computer screen and for reading and interpreting printed materials, memos and other paperwork.
- Reaching/handling- to perform repetitive hand movements for inputting information into computer systems and to retrieve and work with appropriate equipment, supplies and filing.
Comments:
This is a union position to be represented by the Office and Professional Employees International Union (OPEIU) Local 2.
Candidates must be legally eligible to work in the U.S. NDI does not provide sponsorship.
NDI welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all applicants seeking employment and NDI employees. NDI makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making. Additionally, harassment or discrimination based on these characteristics will not be tolerated at NDI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities and qualified individuals who have limitations due to pregnancy, childbirth, breastfeeding or medical related condition.
