Global Operations Coordinator at Pathfinder International

Summary of Role:  

This role provides a range of administrative support services to promote efficient delivery of services for the functional area staff. Maintains high standards of professionalism, efficiency, personal communication, discretion, and independent judgment in coordination and scheduling activities, filing, document preparation, and functional area activities. Manages a wide range of highly sensitive issues under tight deadlines.

Key Responsibilities:

Provide Administrative support to Global Operations teams: 

• Scheduling Activities: Manages and maintains schedules. Plans and coordinates special events such weekly/monthly departmental and company-wide meetings; Arranges international for Global Operations special events, trainings, retreats, etc. and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations for all functional area staff.
• Documentation Preparation: Prepares and edit correspondence, communications, and Power Point presentations. Drafts and formats departmental communications and reports. Drafts, formats, and circulates documentation pertaining to awards, subawards, procurement, global operations. Assists with drafting departmental protocols, procedures, and guidance documents. Assists with international registrations processes.
• Communications: Communicates with appropriate units within GSO, Presidents Offices and GSO related to the Global Operations’ activities, trainings, announcements, etc. Communicates with the Pathfinder Communication team for any announcements pertaining to the Global Operations annual trainings, etc.
• On-boarding Coordination: Processes new hires for the functional area, coordinates and participates in new hire orientation, and completes payroll documentation processing for new hires.
• Project Management and Participation: Leads, manages, or participates on cross-functional project teams.
• TEAMS administration: manages Global Operations TEAMS channel, Global Operations Management Team’s TEAM channel.
• Ishare and other systems administration: Manages IShare page set up, development, design, updates, and improvements in consultation with the IT subject matter expert and Global Operations Teams. Assists with update and maintenance of other functional area systems.

Global Operations Division support & special projects:

• Assist during the annual work planning process.
• Assist with the annual mandatory training rollout process.
• Assist with special projects as needed.

Required Education and Work Experience:

• Bachelor’s degree in administration or related field, or a combination of education and work experience that yields the required competencies.
• 1–2-year related experience, including experience in administration (internship experience acceptable)
• Organization, Planning, Coordination and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
• Writing and Editing: Ability to compose and edit correspondence, reports and general documentation.
• Filling and Records Maintenance: Ability to file and maintain records.
• Functional Area Systems Expertise: Advanced knowledge of functional area systems.
• Onboarding: Ability to onboard new hires of business unit and process required paperwork.
• Software Applications: Advanced knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.

Preferred Competence and Work Experience:

• Experience working in non-profit organizations
• French or Portuguese language
• Passion for Sexual and Reproductive Health Services: Commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.
• Languages: Advanced writing and speaking skills in the English language.
• Influencing: Proven ability to influence others at all levels within the organization.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Ability to handle sensitive and confidential information in a discreet and professional manner