Position Description

• The Pledge for Change is gaining momentum around the world, with leaders from the Global Majority and Global Minority leveraging the three Pledges in the work that they do in their regions through their organisations. The Pledge team requires a multilingual (French-English), proactive administrative assistant who can assist with the coordination of logistic and administration responsibilities of the Pledge Secretariat. They will report to the Program Coordinator and work closely with the Pledge Global Director and the Pledge MEAL Coordinator.

Responsibilities and Tasks:

Administration

• Support the Pledge Secretariat with scheduling of meetings with the review panels, working groups, Pledge Compass, the Steering groups, and other related meetings
• Schedule and arrange travel and accommodations for the Pledge for Change Secretariat and the Global South leaders when necessary for conferences, events and other meetings.
• Support the Pledge Secretariat by taking meeting notes when necessary.
• Support the Pledge Secretariat with record keeping and organisation of files, e.g. SharePoint
• Join some of the working group meetings and other meetings as an observer to learn more about the Pledge.

Event Support:

• Support the Pledge Secretariat in organising and implementing a high-quality in-person and virtual Pledge global gatherings when necessary
• Support with identifying and negotiating of prices and contracts with vendors.
• Reserving flight tickets and common accommodations for all invited and activities.
• Support the invited guests with visa applications where necessary.
• Managing the guest list, and ensuring specific needs or requirements of attendees are attended to

Translation

• Support the Secretariat with translation of Pledge related documents
• Attend meetings with French-speaking upon request from the Secretariat.
• Coordinate other request for interpretation or translation with external interpreters or through online interpretation tools as needed

Qualifications

• Some knowledge on, and values-alignment with the Pledge for Change and its commitments,
• Excellent written and verbal communication skills (French and English).
• Demonstrated ability to support the organizing and implementation of large-scale events.
• Administrative coordination of a global and remote team.
• Successfully working across contexts and cultures.
• Strong organizational, and time management skills, with experience of self-management and meeting deadlines.
• Proactive, with the ability to work independently and as part of a team.
• Excellent problem-solving, and innovation skills, with the ability to spot gaps within processes and make suggestions on how they can be improved.
• Willingness to learn and keeping a healthy attitude to quick and changing requests.
• Creating connections and working relationships with an array of actors.

Supervision and Evaluation

• The Administrative Assistant will be supervised by the Pledge Program Coordinator. Regular meetings will be scheduled to discuss progress, provide feedback, and address any questions. The Administrative Assistant’s performance will be evaluated based on their contributions to the team, completion of assigned tasks, and adherence to deadlines.