1.1

Assist in the day-to-day administrative tasks related to E-CAIR projects and activities.

1.2

Assist in the day-to-day administrative tasks related to E-CAIR projects and activities.

1.3

Assist in coordinating schedules, meetings, workshops, consultations, and other project-related activities.

1.4

Provide secretariat and administrative support during meetings, workshops, and project activities.

1.5

Assist in ensuring that required documents and administrative requirements are complete, properly filed, and submitted within prescribed timelines.

2.1

Support the Lead Project Coordinator in coordinating the implementation of approved projects and activities.

2.2

Assist in tracking project timelines, deliverables, work plans, and pending action items.

2.3

Coordinate with internal units, consultants, partners, and external stakeholders, as instructed by the Lead Project Coordinator.

2.4

Follow up on required inputs, documents, reports, and other submissions from project team members and concerned units.

2.5

Provide updates to the Lead Project Coordinator on the status of assigned tasks, pending requirements, and coordination concerns.

3.1

Assist in arranging logistical requirements for meetings, workshops, trainings, consultations, and other E-CAIR-related activities.

3.2

Coordinate venue, meals, materials, transportation, accommodation, equipment, and other logistical requirements, as applicable.

3.3

Prepare activity materials, attendance sheets, nameplates, kits, and other administrative documents required for project activities.

3.4

Assist in documenting logistical concerns, participant requirements, and activity arrangements.

4.1

Assist in preparing and compiling supporting documents for requests for payment, reimbursements, cash advances, liquidation reports, and other financial transactions.

4.2

Support the processing of procurement-related documents for goods and services required by E-CAIR projects and activities.

4.3

Coordinate with the Finance, Procurement, and other concerned units on the status of administrative, financial, and procurement requests.

4.4

Support the processing of procurement-related documents for goods and services required by E-CAIR projects and activities.

5.1

Assist in the preparation, consolidation, and formatting of progress reports, accomplishment reports, activity reports, meeting minutes, and other required documentation.

5.2

Maintain organized digital and physical filing systems for E-CAIR project records.

5.3

Assist in documenting meetings, workshops, and project activities, including agreements, decisions, action points, and next steps.

5.4

Support the preparation of presentation materials, briefing notes, and administrative updates, as needed.

5.5

Ensure that project records are complete, updated, and accessible to authorized project personnel.

6.1

Support the Lead Project Coordinator in facilitating communication among project teams, management, internal units, consultants, and partners.

6.2

Assist in drafting, formatting, and routing official communications, emails, memoranda, and other correspondence related to E-CAIR activities.

6.3

Attend E-CAIR weekly meetings and other meetings, as necessary.

6.4

Take note of agreements, instructions, and action items during meetings and coordinate follow-through, as instructed.

6.5

Perform other related coordination and administrative tasks that may be assigned by the Lead Project Coordinator or authorized supervisor.

1

Updated and organized physical and digital project documentation files.

2

Draft and finalized meeting minutes, attendance sheets, activity reports, and related documentation.

3

Administrative and logistical support documents for meetings, workshops, and project activities.

4

Consolidated inputs for progress reports, accomplishment reports, and other required submissions.

5

Updated monitoring files for project activities, deliverables, timelines, and pending action items.

6

Complete supporting documents for financial, procurement, travel, and administrative requests.

2.1

Relevant experience in project coordination, administration, logistics, documentation, or development-related projects is preferred.

2.2

Experience in supporting project implementation, meetings, workshops, trainings, or similar activities is an advantage.

2.3

Knowledge of education, research, policy, technology, or innovation-related projects is preferred.

3.1

Good organizational and coordination skills.

3.2

Good written and oral communication skills.

3.3

Ability to prepare and maintain administrative and project documentation.

3.4

Ability to coordinate with internal units, partners, consultants, and stakeholders.

3.5

Familiarity with administrative, financial, procurement, and logistical processes.

3.6

Proficiency in office productivity tools.

3.7

Attention to detail and ability to manage multiple tasks within prescribed timelines.

3.8

Ability to work effectively in a team and provide responsive support to the Lead Project Coordinator and project personnel.