Executive Coordinator, Directorate of Humanitarian Response and Asia Region

ActionAid is committed to providing a welcoming, supportive workplace where we recognise a job well done, encourage close collaboration and sharing power, and where safeguarding standards and feminist leadership are exemplified everywhere. At ActionAid, you can look forward to a fair compensation package and a flexible working environment, including
• A workplace that embraces intersectional feminist principles
• Generous maternity, paternity and adoption pay
How to apply:
Please click on the "apply" button via this link to start the application process [protected info]
Applications close on 5PM GMT time on 28 February 2023 . Please upload an up-to-date curriculum vitae and a covering letter, clearly explaining your suitability against the essential criteria in the job profile.
Role Overview:
This role is responsible for providing complex first class operational support across the full range of the Asia/ Humanitarian Director's responsibilities. The role also provides g administrative support to Secretary General's Directorate, International Board, Governance Board, Development Committee, The role works in collaboration with executive coordinators from other directorates to ensure synergies and collaborations of joint projects/ activities cross directorates when required.
Areas of Responsibilities:
1. Executive Support to the Director:
• Facilitate and enable a timely, efficient and effective delivery of the collective and objectives of functions/ team within the Directorate
• Maintain and coordinate Director's calendar and event and ensure that the calendar are updated and followed up.
• Arrange and coordinate meetings of the directorate in charge, identify action Items from meeting minutes and agendas and monitor the progress of Action Items allocated to respective Heads and ensure that that these meetings are aligned with expected outcomes and expectations
• Assists the Asia/Humanitarian Response Director to ensure that staff in the Directorate are
constantly updated with relevant information and events concerning the Federation and the
GS
• Assist the Director to deal with all matters brought to her/ him in a confidential and timely manner as required
2. Project Management and team support:
• Provide support in coordinating Directorate planning and reporting's per the planning and reporting cycle and timelines, including specific role in monitoring and reviewing Directorate budgets in liaison with assigned Management Accountant.
• Arrange national and international travel, venues, and accommodation.
• Coordinate/ arrange training and inductions for new team members of the Directorate.
• Project management of all workshops, meetings, webinars, and virtual calls for all the Asia teams, including budget management.
• Provide administrative support to the SG's Directorate and support SG Office's Liaison Lead with processessing of invoices and logistic support for key meetings sitting within this office.
• Provide support to International Board Governance and Board Development committee including setting up meeting, minuting and working with governance lead to ensure agendas are well aligned with International Board and other committees.
• Monitor key actions coming from the International Leadership Team, the Global Leadership Team and the International Board and ensure they are communicated down to relevant members of the directorate and completion or updates on actions reported back up where appropriate.
• Providing adhoc support to othe executive coordinators as and when required as part of a network of support within the GS. Play an active role in collaboration and coordination with other executive coordinators and SG Office's Liaison Lead in created a stronger, more collaborative and coordinated GS.
3. Procurement and Financial Management Suppport
• Process procurement requests through AAI's systems, including identifying and comparing suppliers, with some commercial negotiation (but not final decision-making) for both Asia/Humanitarian and SG's office Directorate.
• Review management accounts for Asia/ Humanitarian Director and work with finance to ensure the correct costs are posted to this cost-centre.
• Assist with processing of payments to suppliers - including obtaining relevant authorization and coding of vouchers etc for both Asia/Humanitarian and SG's office Directorate.
• Follow up on supplier queries.
• Ensure budget-holder and Director sign off in line with AAI's procurement policy.
• Records management, including filing all finance records
4. System, Policies and Procedures and Product Management
• Maintains system to review Directorates own progress against internally agreed / externally communicated milestones and project plans
5. Issue Resolutions, Crisis/Risk Management
• Identifies areas of improvement and implements systems that enable operational and administrative solutions within the Asia/ Humanitarian Directorate and the wider GS that brings greater efficiency
6. Communications, Influencing and Coordination
• Supports and facilitates internal communications within the directorateDirectorate across the GS directorate and between the Directorate and countries. This will include developing and monitoring any cluster/ directorate specific Sharepoints and MS Team spaces or any other identified and agreed platforms
• Keeps abreast of important and Directorate relevant updates and ensures that the information is cascaded to the Directorate