Administrative Officer - For Mauritian Nationals only

Under the overall guidance of the Head Of Operations, the Administrative Officer ensures that the PMU is effectively and efficiently run as the central component of the MIDF mission as prescribed under its 2008-2011 Strategic Plan. The key results have an impact on the efficiency of the PMU. Accurate analysis and presentation of information strengthens the capacity of the Unit and promotes the image of the MIDF as an effective contributor to the sustainable development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization. Accurate and professional data entry, filing and logistics have an impact on the quality and implementation of the MIDF Strategic Plan 2008-2011.  

1. Ensure the effective and efficient functioning of the PMU focusing on achievement of the following results:

• Adequate resource allocation and management including office facilities, personnel, and office equipment
• Organization of regular and ad-hoc meetings, workshops and other activities; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with resource institutions and persons
• Screening of all incoming communications, ensure consistency of all outgoing correspondence including editing and printing of reports and papers, clearance and further action by other staff; wherever possible
• Adherence to appropriate protocol and correspondence guidelines for the PMU as a whole when communicating with Government, external stakeholders and other partners
• Ensuring the appropriate handling of administration related to procurement and project consultant recruitment and contracting
• Assistance in the resolution of project implementation issues, the submission of project reports and project progress including financial reporting, and the conduct of project audits, including support to the implementation of audit recommendations

• Maintenance of the filing system ensuring safekeeping of confidential materials
• Coordination of the information flow in the office and dissemination towards other stakeholders
• Facilitation of information sharing among the relevant ministries, agencies, programmes, the PMU and other stakeholders
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required
• Maintenance of the PMU’s status reports, best practices, lessons learned, publishing and compiling of information
• Support to organization of advocacy events if required
• Assistance to consultations and coordination tasks with other partners in the government, civil society, academia and universities, donors and other stakeholders
• Facilitation of access and contacts with concerned national institutions, including access to national data, policy documents and other relevant material

•  Organization of trainings for PMU staff and contract personnel
• Assist technical and administrative staff of the Project Management Unit in working in close collaboration with the Ministries, donor agencies and other programme officers in the field of sustainable development as required
• Systematic collection, analysis and presentation of background information on projects and facilitated knowledge building and information sharing 

• Serves and promotes the Maurice Ile Durable concept as a key MIDF resource person
• Translates policy objectives and strategic aims into achievable plans, with established priorities, management requirements and accountability reviews
• Leads and inspires change as a role model, focuses on results and responds positively to feedback
• Consistently approaches work positively with energy and a constructive attitude
• Remains calm, in control and good humoured even under pressure  

• Recognizes and responds appropriately to the ideas, interests, and concerns of others; gives credit to the contribution of others
• Promotes a learning environment; facilitates the development of individual and team competencies

• Demonstrates excellent listening, writing and speaking communication skills
• Applies the required depth and breadth of knowledge and expertise to meet job demands
• Uses Information Technology effectively as a tool and resource
• Effectively handles and manages direct communication lines with a broad array of stakeholders from politicians and senior decision-makers as well as scientists and technical experts, to others such as industrialists, the teaching profession, NGOs, community leaders, special interest groups, the private sector, the general public and the international research community  

• Builds and sustains relationships with key constituents (internal/external, local/international, public/private, group/individual, etc.)
• Seeks and applies knowledge, information, and best practices
• Shares knowledge and experience and actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

• Plans and prioritizes work activities and programmes to meet MIDF goals
• Conceptualizes and analyzes problems to identify key issues, underlying problems, and how they relate
• Generates creative and practical approaches using innovation and judgment to overcome challenging situations
• Able to perform a variety of specialised tasks related to Results Management, including screening and collecting of programme / projects documentation, projects data entering, preparation of revisions, support to design, planning and implementation of programme, managing data, and reporting on performance

• Secondary Education preferably with specialized certification in Accounting, Management or Finance.
• University Degree / Advanced Diploma in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but is not a strict requirement.
• Minimum 5 years of relevant office administrative experience and/or accounting.
• Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Demonstrated leadership ability and technical ability to communicate complex ideas verbally and in writing
• Some experience in a field relevant to sustainable development would be an advantage
• Excellent knowledge of English and French is essential and fluency in both languages is expected