Under the overall guidance and supervision of the Hub Director,
and working closely with the Hub’s Senior Management Team, the Special Assistant
is expected to:
Provide substantive support to
the Hub Director:
●
Conduct research, substantive review and critical analysis of
information and documents for the Hub Director.
●
Synthesize and summarize information for the hub Director to
facilitate decision-making.
●
Prepare and/or coordinate
preparation of briefing papers, speeches and detailed presentations and other
materials as needed for the hub Director’s internal and external use.
●
Facilitate the flow of communication
between CDOC Senior Management team, project offices and the Offices of the hub
Director.
●
Contribute to aligning business processes and make suggestions for
rationalization of workflows where needed.
● Coordinate
planning of high level visit and meetings.
●
Ensuring efficient flow of information, actions on instructions,
agendas
●
Organizing regular and ad-hoc meetings especially those with the
Hub SMT and all-staff meetings; preparing the minutes and summaries of actions
to be taken; tracking of progress on planned issues; following -up with focal
points; attend relevant meetings and capture action points; facilitate relevant
●
follow-up with partners & government entities. Travel in and
outside Kinshasa may be required at the discretion of the Director
●
Establishing an effective network and exchange of information with
government officials and entities, funding partners and important business
clients and stakeholders;
●
Adherence to appropriate protocol and correspondence guidelines by
the office team when communicating with Government, donors and other external
partners;
●
Developing effective systems and procedures to improve and
streamline work and communication flow within the SMT and office team, to meet
high paced job demands and business requirements;
Ensure provision of effective communications
and administrative support to the office by:
●
Maintaining, developing and strengthening of contacts with donors,
government officials and entities, partners and other stakeholders, including
representatives and administration offices of UN agencies and missions
●
Maintaining all hard copy and electronic files, reference
materials and confidential records as required, and evaluation of information
for retention or disposal.
●
Coordinating the information flow in the office and disseminating
corporate and interoffice communication to staff as required.
●
Facilitating information sharing with, across and between
Programme Management, Partnership/Business Development, and Support Services
and its Operational units.
●
Following up on deadlines, commitments made, actions taken and
coordinating the collection and submission of the reports to the Hub Director
and in turn, the reports of the Hub Director to the Regional Director.
●
Drafting routine correspondence, interoffice circulars, general
briefing notes, documents, reports, and minutes of meetings; and translations
when required;
●
Preparing spreadsheets, databases, presentations and tables
ensuring appropriate style and accuracy of information;
●
Managing the Hub Director’s missions and representation schedule,
as well as related travel arrangements;
●
In collaboration with the Partnership Development Office and
Communication team, preparing high quality briefing materials for the Hub
Director for appointments, meetings, and missions; and consolidating and
preparing CDOH’s positioning statements, including through the drafting and
editing of background documents and talking points;
●
In collaboration with the Head of Partnership Development Office,
support CDOH’s resource mobilization strategy, the preparation and formulation
of the Hub’s annual business plan and annual report in timely manner;
conducting necessary research on development, funding and sectoral trends that
inform business planning and programme/project development.
●
In collaboration with the Programme Management and Partnership
Development offices, preparing the requests for recruitment of consultants for
programme/project development requirements, including drafting/obtaining TORs;
●
Eliminating communication bottlenecks in the office and
streamlining office procedures between the supervisor’s office and subordinate
departments and units.
●
Providing all other related
administrative, logistical, protocol and secretarial services for the Director;
●
Coordinating the information flow between the Regional Office AFR,
Practice Groups at Headquarters and the Director’s office and disseminating
corporate and interoffice communication between the Hub and Headquarters to Hub
Director and Senior Management as required;
●
Compiling, drafting, tracking, and analyzing information on
assigned topics/issues, gathering information from diverse sources and helping
to assess values and/or potential impact. Properly filing all sensitive or
confidential information collected;
●
Supporting the Director with regards to preparation, organization
and follow through of activities including but not limited to the drafting of
concept notes, terms of references, drafting and editing of cost estimates and
budgets on project proposals;
Provide support to effective knowledge
building and knowledge sharing by:
●
Supporting the coordination of CDOH’s internal and external
knowledge management and information sharing efforts;
●
Undertaking analysis and updating on
development/political/social/economic trends and issues as they arise in Hub
countries;
●
In collaboration with Programme Development Office and
Communications, review project managers’ monthly Highlight/progress reports to
donors/partners to ensure accuracy and substance, quality, consistency, and
conformity of report presentation and content so as to ensure partner
satisfaction and effective knowledge building and sharing; drawing and
compiling lessons learned during the progression/execution of projects in
difficult environments;
●
Organizing and coordinating events and workshops including annual
retreats; of training for UN staff on coordination, administration and protocol
issues for the Director/and SMT;
●
Training of temporary support personnel on office methods, systems
and procedures.
●
Giving sound contributions to knowledge networks and communities
of practice.
●
Assisting in the scanning, copying of documents and maintain a
proper filing system and document archives including partner contact lists;
●
Performing other duties to support the Director’s office and the
Partnerships Development Office team as required.