Coordinator, Delivery Office (GL B) – Fixed Term until Dec 2029

About the role

The Coordinator, Delivery Office (GL B) reports to the Lead, Delivery Office and provides administrative support to the Head of SIED and the Division's Leadership Team, while coordinating workstreams to ensure efficient service delivery. The role involves highly sensitive issues under tight deadlines, working across departments and teams on existing and emerging workstreams, including cross-divisional initiatives. It is a defined-duration position ending in December 2029.

Key responsibilities

• Act as thematic focal point for one cross-cutting divisional theme (e.g., communication and staff engagement, budgeting and forecasting, partnerships, resource management) and as department focal point for an assigned department.
• Manage logistics and administration for division activities such as TRP review windows, GAC meetings and division meetings, and schedule time and manage calendars for the Head of SIED and Heads of Department.
• Handle the Head of SIED's e-mail inbox alerts and act as divisional focal point for HR matters such as hiring, on/off-boarding, training and recognition budgets.
• Organize travel and related requirements for the Head of SIED and Heads of Department, including flights, hotels, visas, transfers and reimbursements.
• Coordinate meetings and events, select venues, organize access to documents, run follow-ups and surveys, and act as point of contact for MEC-related issues.
• Facilitate collaboration between departments and teams, and provide administrative and coordination support to workstreams and colleagues during busy periods or absences.
• Provide executive assistance with discretion, and handle sensitive, confidential information.
• Investment and governance support, including panels, committees, situation rooms and working groups.
• Communication support: brief, timely reporting, use of AI tools for concise documentation, and discussion board management.
• Schedule bilateral and multilateral meetings, draft agendas, arrange venues and travel, and manage conflict of interest considerations.
• Maintain membership databases, SharePoint and Teams sites, and administer surveys.
• Process requisitions, purchase orders and contracts, support invoices and payments, track department budgets and coordinate quarterly and annual budgeting exercises.
• Ensure financial and administrative processes comply with institutional regulations.

Required profile

• Post-secondary certification or diploma, or other relevant certification.
• Experience in office coordination and administrative management in an international, public or private institution.
• Experience in travel arrangements, meeting and event organization.
• Excellent written and verbal communication, with proven ability to prepare concise correspondence and documents.
• Reliable, proactive and adaptable team player who can deliver results under tight deadlines and pressure.
• Ability to handle sensitive, confidential materials with judgment and tact.

Required skills

• Intermediate to advanced computer skills.
• Professional secretarial training from a recognized institution.
• University degree in Business Administration, Communications, Health or a related field (desirable).