Position Overview

The role is responsible for coordinating the department's work and supporting the head of the department. He/She coordinates department functions, assuming all the department reporting needs. Manage and report on the department petty cash and all department expense processing, monitoring, and documentation. He/She is charged with dissemination of relevant department information; impact reports, etc.…as well as supporting smooth operations of the infrastructure department. The role further supports the head of the department in planning and coordination of department meetings and events with both internal and external teams and stakeholders, host infrastructure stakeholders, etc.

Responsibilities

• Assist with the write-up and dissemination of all department policies, procedures and systems including but not limited to; facility maintenance policies, standard procedures to guide the planning and development of new capital projects
• Prepare, document and report on all departmental level meetings including monthly department team meetings
• Represent the department in interdepartmental meetings that concern the infrastructure department
• Develop streamlined tracking and follow-ups on all Infrastructure department procurement requests serving as a liaison between Infrastructure and Procurement department.
• Manage the infrastructure department’s petty cash funds
• File all contractor payment requests with all supporting documents and ensure their timely approval and payment
• Coordinate department team, contractor transport needs working with procurement and logistics team department
• Support the Director of Infrastructure in making timely follow-up on key department functions, keeping all managers focused on the key department priorities.
• Develop and maintain a clear department filling system and archive of key documents
• Provide general support to infrastructure department visitors
• Coordinate the orientation of new team members of the infrastructure department
• Serve as a backup departmental resource in periods where key department staff take vacation days.
• Support in resolving any departmental administrative and coordination issues and perform other tasks as assigned

Qualifications and Competencies

• Minimum of 2-3 years of work experience in providing operational coordination and administrative services preferably in the field of infrastructure and/or facilities maintenance.
• Minimum of bachelor’s degree in management, leadership and organizational development, facilities/estate management, architecture, business management, or a related field from a recognized institution
• Fluency in Microsoft Word, Excel, PowerPoint, Microsoft Project, one drive, google drive and other specialized design Software and storage drives
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
• High attention to detail
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
• Ability to effectively work with the team in a complex, fast-paced environment
• Demonstrated maturity and judgment
• Passion for social justice and desire to contribute to global health education; and
• Ability to collaborate effectively with culturally diverse staff across departments and organizations.

• Assist with the write-up and dissemination of all department policies, procedures and systems including but not limited to; facility maintenance policies, standard procedures to guide the planning and development of new capital projects
• Prepare, document and report on all departmental level meetings including monthly department team meetings
• Represent the department in interdepartmental meetings that concern the infrastructure department
• Develop streamlined tracking and follow-ups on all Infrastructure department procurement requests serving as a liaison between Infrastructure and Procurement department.
• Manage the infrastructure department’s petty cash funds
• File all contractor payment requests with all supporting documents and ensure their timely approval and payment
• Coordinate department team, contractor transport needs working with procurement and logistics team department
• Support the Director of Infrastructure in making timely follow-up on key department functions, keeping all managers focused on the key department priorities.
• Develop and maintain a clear department filling system and archive of key documents
• Provide general support to infrastructure department visitors
• Coordinate the orientation of new team members of the infrastructure department
• Serve as a backup departmental resource in periods where key department staff take vacation days.
• Support in resolving any departmental administrative and coordination issues and perform other tasks as assigned

• Fluency in Microsoft Word, Excel, PowerPoint, Microsoft Project, one drive, google drive and other specialized design Software and storage drives
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
• High attention to detail
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
• Ability to effectively work with the team in a complex, fast-paced environment
• Demonstrated maturity and judgment
• Passion for social justice and desire to contribute to global health education; and
• Ability to collaborate effectively with culturally diverse staff across departments and organizations.

• Minimum of 2-3 years of work experience in providing operational coordination and administrative services preferably in the field of infrastructure and/or facilities maintenance.
• Minimum of bachelor’s degree in management, leadership and organizational development, facilities/estate management, architecture, business management, or a related field from a recognized institution