BACKGROUND INFORMATION

ORGANIZATIONAL CONTEXT

DUTIES AND RESPONSIBILITIES

• Manages the immediate GIGA Office with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention; as appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines;
• Arranges appointments and maintains supervisor’s calendar, receiving visitors, places and screens telephone calls and answers enquiries; organizes internal and external meetings including taking responsibility for finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings; follows-up on required actions.
• Assists with the logistics preparation for the Giga Leadership Team’s missions, including mission requests, travel arrangements, hotel bookings, visa applications, itineraries, and bilateral appointments.
• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents; coordinates e-filing and access to information in the Giga Office, including maintaining relevant internal databases and files; supports in the processing of Giga docs including drafting, editing, proofreading and analyzing for approval and signature.
• Reads and analyzes incoming email; identifies complex or confidential correspondence for the Giga Leadership Team; monitors incoming and outgoing invitations; follows up on the status of required actions or replies; verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
• Follows up on the preparation by GIGA staff of reports, correspondence, briefing notes and other documents for the supervisor; reviews these documents and makes changes to their format or style, in accordance with standard practices; prepares correspondence for the supervisor’s signature.
• Supports the supervisor on staff contractual matters, including on queries related to job descriptions and recruitment of staff project positions; and drafting of Terms of Reference for staff, consultants and external partners.
• Supports the management of administrative supplies, office resources, and updating the inventory of items.
• Performs other related tasks as needed.

CORE COMPETENCIES

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

• Proven ability to adapt and respond positively to change.
• Proven ability to produce and deliver quality results. Is action oriented and committed to achieving outcomes.
• Computer literacy and the ability to effectively use standard office software tools.

QUALIFICATIONS REQUIRED

BENEFITS AND ENTITLEMENTS