Office Coordinator

Purpose

Provide accurate and timely administrative support by maintaining data, documents and administrative processes, contributing to the smooth daily operation of the team.

Geographical Scope

One country

Operational Level

Operational

Key Accountabilities

1. Enter, maintain and update data in spreadsheets, databases and internal systems, ensuring accuracy and completeness.

2. Maintain digital and physical documents and records in an orderly and accessible way, following established procedures.

3. Prepare standard documents, reports, summaries, templates and overviews based on available information.

4. Check data and documents for accuracy, completeness and consistency before submission or further processing.

5. Collect and organize information from colleagues or other sources and coordinate straightforward information flows within the defined scope.

6. Handle routine incoming and outgoing correspondence, requests and administrative follow-up.

7. Support recurring administrative processes, ensuring that activities are completed accurately and on time.

8. Identify and suggest improvements to administrative processes, systems or ways of working.

9. Provide administrative information and support to colleagues and stakeholders within the defined area.

Main internal contacts

* Colleagues within the department - Coordinate data, documents, or process steps.

* Colleagues from other departments/ countries - Coordinate data, documents, or process steps.

Main external contacts

* Suppliers - Straightforward information exchange or follow-up.

* Service providers - Straightforward information exchange or follow-up.

# direct reports

N/a

# indirect reports

N/a

Financial responsibilities

Revenue: N/a

Budget: N/a

Minimum working and thinking level

Level 1: High school level

Level 2 and 3: Secondary vocational level (MBO, Associate's degree)

Minimum years of relevant work experience

Level 1: No experience required

Level 2: 1 to 2 years

Level 3: 3 to 5 years

Required certifications, knowledge and skills
* Good knowledge of all MS office applications.
* Proficient in the English and local language.

Working conditions

* Sometimes works under pressure
* Strain of eyes and back muscles from regular use of a computer screen

Level differentiators

Level 1

* Performs routine administrative activities following established procedures and instructions.

* Enters and updates data in spreadsheets, databases and internal systems.

* Files and maintains documents according to established procedures.

* Collects information and supports the preparation of standard documents or simple summaries.

* Executes defined administrative tasks within established processes.

* Identifies errors or missing information and asks for guidance when needed.

* Works mainly according to clear instructions and established procedures.

Level 2

* Performs a broader range of administrative activities and independently manages recurring processes within a defined scope.

* Maintains administrative systems and databases, with responsibility for data accuracy and resolving routine inconsistencies.

* Takes responsibility for the accuracy, structure and accessibility of documents and records within the defined scope.

* Independently prepares standard reports, summaries and overviews from available information.

* Independently manages recurring administrative processes within a defined scope.

* Coordinates straightforward information flows and follows up on inputs or actions.

* Resolves routine administrative issues independently and escalates non-standard issues.

* Identifies opportunities to improve administrative processes or tools and contributes to implementation.

* Works independently within established procedures and determines the appropriate approach for routine matters.

Level 3

* Handles more varied and less routine administrative activities and coordinates several related activities within a defined area.

* Works with multiple systems or more complex data and independently investigates and resolves less straightforward data issues.

* Coordinates document and record flows involving multiple sources or stakeholders and ensures information is complete and available when needed.

* Combines information from different sources to prepare more detailed reportsand overviews within established guidelines.

* Coordinates a broader or more complex administrative process and ensures that related activities are completed correctly and on time.

* Coordinates information and follow-up between several colleagues, teams or stakeholders within the defined area.

* Resolves less straightforward administrative issues using established guidelines and judgement, involving others when needed.

* Takes an active role in implementing improvements to administrative processes, systems or ways of working.

* Works independently on a broader range of activities and determines the appropriate approach within established frameworks.