Introduction

Marie Stopes International (MSI) is a global social business providing personalised, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP)and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centres/clinics and social marketing channels.

The Team Coordinator is responsible for providing office services by implementing administrative systems, procedures and policies, monitoring administrative projects and enable the smooth running of MSSL's business whether Programme channels or Sales/Marketing. S/he will coordinate, and provide support and manage essential data, timetabling, logistics and activities planning.

The Team Coordinator shall be of services to visitors by welcoming and directing them appropriately, notifying team members of visitor’s arrival, manning the reception area, answering incoming calls, management of stores, facilities management, clerical duties, organising, planning and coordinating meetings and events. The role has archivist and intelligence responsibilities as well as providing frontline connection with outside stakeholders to manage visits, correspondence and the like.

Job Functions

Administration,Executive Management,Facilities & Property Manager,Inventory

Industries

Ngo / Non-Profit

Specification

Provide a full range of confidential administrative and secretarial services to the Country Director:
•Prepare meeting papers and agendas for meetings that they are attending, as well as for the meetings they are hosting/chairing.
•Coordinate and manage the calendar of the Country Director, including Emails, calls and visitors.
•Anticipate needs of the Country Director and act as gatekeeper (visitors, emails and sign-off documents), understanding organizational staff, board of directors and donor priorities.
•Represent MSSL to meetings and on behalf of the Country Director as when required.
•Serves as Personal/Executive Assistant to the Country Director including being a note taker, image maker with/to internal and external stakeholders.
•Proactively manage the diary and make informed judgments based on understanding complex demands and conflicting priorities.
•Inform the CD of any urgent items to address and prepare him for critical telephone calls or meetings by providing background documents and contract information. Work closely with HODs and key external contacts to co-ordinate schedules and meetings.
•Manage conference room and reception area ready for visitors and business.
•Give high quality standards; demonstrate service excellence skills in dealing proactively with staff, board, partners, visitors and other stakeholders.
•Create communication templates and send emails on behalf of the CD and SMT. Handle enquiries, filter and respond to e-mails and messages on behalf of the CD, aligning them with priorities.

Plan and organise team meetings, retreats, conferences and workshops:
•Plan team meetings, retreats including but not limited to, offsite room bookings, travel, accommodation, scheduling, presentations, IT equipment, invitations, catering and team building activities. Organise other meetings led by the CD.
•Manage and schedule strategic meetings including monthly SMT meetings, and when agreed communicate outcomes to all staff.
•Book flight tickets for staff and visitors traveling overseas.
•Book hotels for staff and visitors.
•Ensure payments are made to service providers within the shortest possible time.
•Assist with planning and organising international team member trips

Reception:
•Welcome visitors, directing and announcing them appropriately.
•Maintain safe and clean reception area by complying with procedures, rules, and regulations.
•Ensure that the reception area is adequately covered always.
•Perform other clerical duties such as scanning, photocopying, etc.
•Receive and sort daily mail/deliveries/couriers.
•Provide word-processing and secretarial support to SMT.
•Assist in the planning and preparation of meetings, conferences and workshops.
•Answer incoming calls and direct appropriately.
•Organise meetings and catering as required.

Facilities Management and Stores Management
•Ensure proper and effective stores management of the stationery and consumables stores.
•Ensure that goods received from the main store are well documented. Must be properly supported by signed stores request form.
•Submit monthly stock report on all stationery and consumables with a view of monitoring stock level and replenishing.
•Responsible for the supplies of stationery and office consumable to Support Office and ensure records are kept and updated.
•Conduct facility checks to ensure the head office has an enabling working environment.
•Supervise and line manager the SUPPORT OFFICE cleaners to ensure that the office is clean and tidy always.
•Ensure facilities maintenance requests from the centres are addressed immediately.
•Additional assignments as requested by line manager.

Travel:

•Manage all MSSL and MSI travel diaries, arrangements and logistics for all international travel including visa services, flights bookings, pre-departure briefings & arrival briefings, meet and greet etc.
•Prepare travel pack to include meeting materials and country background documents, ensure appropriate meeting space, prepare and format presentations; organise meeting schedules with internal and external contacts.
•In consultation with HoD / host team member draft and agree on visitor itinerary and schedules.

Requirements

•Degree (essential) or Diploma in Business Management and Administration or any related Social Sciences from a recognised university; any additional qualification and experience in a related field will be an added advantage (desirable).
•An experience to demonstrate ability in the competencies of coordination, organization, negotiation etc
•Knowledge of the non-profit sector an advantage.
•Knowledge on SharePoint and/or strong willingness to adopt new technology.
•Confident in providing
•An interest in Sexual and Reproductive Health an advantage.
•Strong planning, prioritising and organisation skills.
•Manages time well and helps others to do so too.
•Excellent oral and written communication skills.
•Knowledge of IT operating software applications, databases, spreadsheets, and/or word processing required.

Job Closing Date

08/07/2021

How to Apply

Qualified and interested individuals should click on the button below to apply.

 

 

 

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