Administrative Support Specialist

About the role

The Administrative Support Specialist provides comprehensive administrative, coordination, front‑office, and logistical support to the Resilience and Climate Action Department, ensuring smooth execution of operations, meetings, missions, records, and priority assignments.

Key responsibilities

• Serve as the Department Director’s Administrative Assistant and provide coordination support.
• Act as Rapporteur for departmental meetings: prepare agendas, record minutes, track actions, and maintain official records.
• Coordinate department time‑keeping and ensure compliance with attendance policies.
• Manage front‑office operations, monitor budget performance, and handle mission requests.
• Oversee office stationery and supplies, ensuring timely availability.
• Monitor staff missions, Back‑to‑Office Report submissions, and settlement processes.
• Arrange logistics for visiting delegations and official guests.
• Facilitate communication and collaboration with all divisions.
• Follow up on urgent, high‑priority assignments from department leadership.
• Undertake ad‑hoc assignments and special tasks as directed by the Department Director.

Required profile

• Bachelor’s degree in Business Administration, Management, Public Administration, Office Administration, or a related field.
• Minimum of one year of relevant experience in administrative support, office coordination, or executive assistance.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams