The Regional Operations and Program Associate is responsible for supporting regional office operations as well as providing program administration support
- Minimum Qualification :Diploma
- Experience Level :Mid level
- Experience Length :3 years
Position Number: LES - Generic
Branch: Strategy, Regions and Policy Branch
Regional Office: Region
Supervisor Title: Manager, Regional Office Operations
Classification Level: Level 7
Job Summary:
As a locally engaged employee reporting to the Manager Regional Office Operations, the Regional Operations and Program Associate is responsible for supporting regional office operations as well as providing program administration support.
The incumbent ensures their work efficiently and effectively provides administrative services in the Regional Office, respecting IDRC policies and procedures. The incumbent is in regular contact with colleagues at head office and in other regional offices (as is appropriate and necessary), as well as with various external stakeholders.
The incumbent is expected to be tactful and diplomatic when dealing with employees and external stakeholders and to act with integrity and respect and in compliance with the employment philosophy, the corporate Code of Conduct, and the IDRC Leadership Charter.
Primary Duties or Responsibilities
Internal and External Coordination and Support - 20% Perform internal coordination and support for a variety of regional office activties, such has:• Supports the planning, coordination and organization of official visits and interactions with the head office and other regional offices, including handling logistics and advising on or supporting travel arrangements, in line with IDRC policies and procedures and providing assistance to staff when visiting the regional office.• In collaboration with the Meetings and Events Coordinator, assists in the coordination of meetings, conferences, seminars and workshops both locally and internationally (i.e., liaising with host organizations and outside suppliers to coordinate matters such as venue, hotel arrangements, rooms organization, drafting of the agenda, drafting of the report, etc.).• Supports responses to requests for information from internal andexternal stakehoders.• Supports operational compliance with IDRC policies, procedures, local/national laws and regulations.• Supports and imbeds in their work corporate initiatives such as DEI , ESG,Culture and Values.• Contributes to Office-wide initaitives (such as Health and Safety Committee, staff association, wellbeing and teambuilding activities, etc.)• Practices continuous improvement and supports change initiatives.
Regional Office Program Administration Support - 80%Liaises with Program Officers within the regional office to provide program support activities, including the following:
• Assist program officers in keeping up to date information and data on lead researchers at research institutions or grantees.• Oversees the electronic filing of program documents for the respective Program.• Assists in the preparation of correspondence, PowerPoint presentations and other documents.• As required, carries out specific web searches for background information and downloads workshop documents/registration from host web sites.• Assists in the organization of ad hoc and regular team meetings and conference calls/video conferences, including the preparation and distribution of documents.• Prepares high-level or detailed notes, as the situation requires, of meetings.• Assists in processing calls for proposals as required.• Coordinates the translation, proofreading and editing of documents as required.
EducationDiploma in a relevant field (e.g., administrative studies, organizational and business management)
ExperienceThis position requires a minimum of three years of administrative and/or operational support.
LanguageThe linguistic requirements of these positions vary for each Regional Office:
ARO (New Delhi) — English essential at an advanced level and fluency in HindiMERO (Amman) — Bilingual (English and French) at an intermediate level and fluency in Arabic ESARO (Nairobi) — English essential at an intermediate level and fluency in French is an asset. Fluency in Kiswahili or other African languages is an asset.LACRO (Montevideo) — English essential at an intermediate level and fluency in Spanish WARO (Dakar) – Bilingual (English and French) at an intermediate level and fluency in Wolof or other African language
Competencies• General understanding of and interest in the mission of IDRC• Understanding of the importance of the effective implementation of an organization’s policies and procedures governing operations.• Excellent oral and written communication skills,including in the realm of social media• Understanding of organizational strategy and objectives as well as accuracy and attention to detail• Quick leaner that can adapt and contribute to change managment initiatives• Able to learn new technical systems and processes and suggest needed improvements• Proven ability to multi-task, set priorities, take initiative and meet deadlines• Good interpersonal skills, tact and discretion• Good planning, organization and follow-up skills• Good judgment and problem-solving skills• Proven ability to prepare, draft and edit documents and perform research-related assignments• Proven ability to work independently and as part of a team• Advanced skills in drafting administrative documents, general correspondence (memos, letters or emails), and high-level or detailed meeting notes