Would you like to join the leading international intergovernmental organization?

The Principal Assistant will provide comprehensive portfolio/project support, assist with High Security Managed Objectives (HSMO) tasks, manage resources efficiently, deliver administrative support, coordinate customer-facing communications, and contribute to project delivery efforts.

Responsibilities:

Portfolio, programme and project support

• Makes sure that support services are delivered effectively across portfolios and projects.

• Applies and recommends appropriate control solutions for planning, scheduling and tracking project activities.

• Configures and maintains project management tools, and provides clear guidance on related procedures, processes and techniques.

• Offers basic advice and clarification on the development of individual project proposals.

HSMO Tasks

• Assists to maintain information registers and makes sure data is kept up to date.

• Supports users in locating, saving and organizing information in line with established guidance.

• Escalates any concerns or issues with information handling to senior team members.

• Assists with straightforward data-quality activities, such as correcting file names or updating metadata.

Resource Management

• Assists in the effective planning, coordination and control of project resources.

• Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met.

Business administration

• Assists the team or manager in gathering and providing the information needed to support ongoing team processes.

• Helps to plan and prepare for meetings.

• Sets up and offers clear guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.

• Liaises and coordinates activities across functions.

• Updates and maintains office policies and procedures.

Additional duties for this post:

Customer-facing duties

• Providing information about the organisation's services, facilities, or procedures.

Administrative and coordination duties

• Scheduling and confirming appointments, meetings, or reservations.

• Organising, updating, and maintaining files, records, and basic databases or spreadsheets.

• Preparing and internally coordinating Statements of Work (SOW), for release to agency customers.

• Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.

• Preparing and maintaining project plans (including service now activities)

• Assisting in resource allocations

• Create, maintain and administer project plans, as needed, on behalf of Project Managers;

• Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;

• Monitoring project performance, and approving time from resources;

• Maintain project portals and document libraries;

• Report on project status;

• Performs other duties as may be required.

Essential Qualifications & Experience:

• Portfolio/Project Support (5-7 years): Configuring MS

• Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations

• HSMO/Information Management (5+ years): SharePoint administration, data quality/metadata management, records handling, documentation/procedure writing

• Resource Management (4+ years): Resource planning/coordination, onboarding personnel, staffing coordination

• Business Administration (5+ years): Meeting coordination, crossfunctional liaison, policy/procedure development, basic user training

• Customer-Facing Communication (8+ years): Service communication, appointment scheduling, multi-channel customer interaction, stakeholder relations

• Project Delivery Support (4-5 years): SOW preparation, project planning, performance monitoring, risk/change management, lessons learned

• Microsoft Office Automation (5+ years): Advanced Excel (budget/data analysis), Word, PowerPoint, Outlook, Teams proficiency

• English Communication (10+ years): Excellent spoken/written English, professional correspondence, presentations

• Key Soft Skills (8+ years each): Initiative & Flexibility: Problem-solving, adaptability in fast-paced environments

• Interpersonal Skills: Collaboration, customer-service mindset, stakeholder support

Desired Skills:

• Social media management

• Personnel onboarding

• Expense tracking/financial admin

• Presentation support

• Procedure documentation

• Training delivery

• MS Project/ServiceNow expertise

• SharePoint governance knowledge

Education:

Bachelor's degree in either Economics, Finance, Human Resources, Business Administration, or relevant discipline with 7 years post related experience

If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.