Note: Post in Spanish and English
Position Description
The Office of EnCompass LLC in El Salvador looking for local candidates for the position of Administrative Coordinator three-year duration to join the Monitoring, Evaluation and Learning Activity (MELA) team of the United States Agency for International Development (USAID), in San Salvador, El Salvador. The MELA activity provides support services in knowledge management and monitoring, evaluation and learning to USAID operating units in the Central American region, including USAID / El Salvador, the Central American and Mexican Regional Mission (ES-CAM); Regional bilateral missions in Guatemala, Nicaragua, Honduras and Mexico; and USAID offices and headquarters in Washington operating in Central America.
Reporting to the Director of Operations, the Administrative Coordinator will support the daily administrative and logistical tasks in the EnCompass project office located in El Salvador. The Administrative Coordinator must be highly organized, thoughtful, proactive and must be competent in the use of Microsoft Office applications.
The position will be full time and is located in San Salvador. They will only be considered citizens of El Salvador.
Position Functions and Responsibilities
Essential Functions:
Support for local acquisitions:
- Support local acquisitions, including, but not limited to writing requisition forms, requesting quotes from local suppliers, posting procurement ads in different media, collect documents from selected suppliers and supervise the delivery of physical goods.
Support for Logistics:
- Provide logistical support for project workshops, meetings, and learning events, including, but not limited to, local travel arrangements, site identification, material preparation, compilation of participant documentation, production support and note taking.
- Archive and organize photos, coordinating with task managers to ensure that all task photos and their respective usage authorizations are archived by task. Save all photos of the MELA activity team in the team’s photo folder.
Box Management Girl:
- Manage disbursements and petty cash reports.
- Maintains accurate records of petty cash transactions.
Meeting Logistics Management:
- Assists in scheduling and organizing meetings, including attendance in the conference room to set up virtual meetings.
- Manage conference room programming for use.
- Reproduces meeting agendas and materials as needed for use during meetings.
Storage and Inventory of Equipment and Materials:
- Maintains an organized storage system for equipment and materials.
- Perform regular inventory checks and update records accordingly.
Office maintenance:
- Coordinates office maintenance and inventory and monitoring of common equipment.
- Coordinate repair and maintenance services as needed.
- Contact point for the collection of recycling material.
Contact Point for IT (computing) and Office Providers:
- It serves as the primary point of contact for problems related to IT and office service providers.
- Coordinate with IT support to solve technical problems.
- Manages relationships with office service providers (for example, cleaning services, security, etc.).
General Administrative Support:
- Provides administrative and operational support to the local project office including but not limited to maintaining office space and common equipment, supervising stock supply, carry out local project procedures and other assigned tasks.
- Maintains the team’s vacation schedule file to support tracking.
- As necessary, he assists the Director of Operations and the Administrative Officer in recruiting local consultants, including but not limited to the publication of recruitment notices in different media, organization of applicant files, scheduling of interviews, verification of references and compilation of documents of the selected candidates.
Others
- Fully participate as a member of EnCompass and the MELA team, including participation in staff meetings and other events, and providing administrative support to team members as needed.
- Supports any other tasks assigned by the Director of Operations.
Position Requirements
Qualifications
Academic Qualifications
- University degree with a minimum of 2 years of professional experience in administrative tasks and responsibilities; or associated degree, Vocational Training Certification or equivalent with a minimum of 4 years of professional experience in administrative tasks and responsibilities
Experiences and Skills
- Minimum 2 years of experience providing administrative support to international development projects or humanitarian assistance. Previous experience in USAID-funded projects is preferred
- Highly organized person with planning and logistics skills, and capable of handling complex operational tasks simultaneously
- Professionally competent in MS Office 365
- Solving person, capable of teamwork and independently
- Able to perform a variety of administrative functions in intercultural contexts
- Good communicator and gift of people
- Competence in Spanish is required (written and verbal communication)
- Intermediate skills in written and verbal English are preferred
- Authorization is required to legally work in El Salvador
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Position Description
The EnCompass LLC office in El Salvador is seeking local Administrative Coordinator candidates for remaining three years of the the five-year United States Agency for International Development (USAID) Monitoring, Evaluation, and Learning (MEL) Activity (MELA) to be based in San Salvador, El Salvador. The MEL Activity will provide MEL and knowledge management support services to USAID operating units in the Central America region, including USAID / El Salvador, Central America and Mexico regional Mission (ES-CAM); bilateral regional Missions in Guatemala, Nicaragua, Honduras, and Mexico; and USAID / Washington-based bureau and offices operating in Central America.
Reporting to the Director of Operations, the Administrative Coordinator will support the day-to-day administrative and logistical tasks at the EnCompass project country office located in El Salvador. The Administrative Coordinator must be highly organized, very detail-oriented, resourceful, proactive, have great communication / timing skills, eager to learn and be an active part of the team, and must be proficient in using Microsoft Office applications.
The position will be full-time and based in San Salvador. Only citizens or current residents of El Salvador will be considered.
Position Duties and Responsibilities
Essential functions:
Local Procurement Support:
- Support local procurement, including but not limited to drafting requisition forms, requesting quotes from local vendors, posting procurement announcements in different media, collecting documents from selected vendors, and overseeing the delivery of physical goods.
Logistics Support:
- Provide logistics support for project workshops, meetings, and learning events, including but not limited to making local travel arrangements, identifying venues, preparing materials, collecting documentation from participants, production support, and notetaking.
- Lead photography filing, messing with tasks managers to ensure all task photos and their respective authorization for use are filed per task, including saving all MEL Activity team photos on the team photos folder.
Petty Cash Handling:
- Manage petty cash disbursements and reporting
- Maintain accurate records of petty cash transactions
Meeting Logistics Assistance:
- Assist in scheduling and organizing meetings, including attending conference room meeting set up for virtual conference
- Manage conference room scheduling
- Play meeting agendas and materials for meetings
Equipment and Material Storage and Inventory:
- Maintain and organize the equipment and materials storage system
- Conduct regular inventory checks and updates records accordingly
Office Maintenance:
- Coordinate office maintenance and common equipment inventory and tracking
- Coordinate repairs and maintenance services as needed
- Serve as point of contact for the recycling material collection
Point of Contact for IT and Office Providers:
- Serve as the primary point of contact for IT-related issues and office service providers
- Coordinate with IT support to resolve technical issues
- Manage relationships with office service providers (eg cleaning services, security, etc.)
General Administrative Support:
- Provide administrative and operational support to the local project office including but not limited to maintaining the office space and common equipment, supervising stock supplies, performing local project errands, and other tasks as assigned
- Maintain team leave schedule file to support tracking
- As needed, assist the Director of Operations and Administrative Officer in the recruitment of local consultants, including but not limited to posting recruitment notices in different media, organizing applicant files, scheduling interviews, checking references, and collecting documents from selected candidates
Other
- Engage fully as a member of the EnCompass staff and El Salvador MEL team, including participating in staff meetings and other events, and providing administrative support to team members as needed
- Support any other duties assigned by the Director of Operations
Position Requirements
Qualifications
Academic Qualifications
- Bachelor’s degree with a minimum of 2 years of professional experience in administration tasks and responsibilities; or Associate’s degree, Vocational Training Certification or Equivalent with a minimum of 4 years of professional experience in administration tasks and responsibilities
Experience and Skills
- Minimum 2 years of experience providing administrative support to international development or humanitarian assistance project required. Previous experience working on USAID-funded projects preferred
- Highly organized with skills in planning and logistics, and able to manage complex operational tasks concurrently
- Proficient in MS Office 365
- Able to conduct a range of administrative functions in cross-cultural contexts
- Proficiency in Spanish required (written and verbal communication)
- Resourceful, problem solving, able to work independently and in a team
- Great communication skills and people skills
- Intermediate skills in written and verbal English highly preferred
How to apply
How to apply
Please send your CV, cover letter and complete the application:
EnCompass LLC is an organizationion progressive that offers equal opportunities. We promote, celebrate and support an organizational culture and a diverse and inclusive workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where everyone is treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, recruitment, promotions, disciplinary measures, dismissals, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against people who report discrimination or harassment.Our continued commitment to the principle of equal employment opportunities for all means that all employment decisions are based solely on job requirements, the candidate’s qualifications and EnCompass’s needs as a company, and not in race, color, ethnicity, national origin, religion, beliefs, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family / marital / parental status or any other condition protected by the laws and regulations of the jurisdictions in which we work.the candidate’s qualifications and EnCompass’s needs as a company, and not in race, color, ethnicity, national origin, religion, beliefs, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family / marital / parental status or any other condition protected by the laws and regulations of the jurisdictions in which we work.the candidate’s qualifications and EnCompass’s needs as a company, and not in race, color, ethnicity, national origin, religion, beliefs, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family / marital / parental status or any other condition protected by the laws and regulations of the jurisdictions in which we work.veteran status, genetic information, HIV status, family / marital / parental status or any other condition protected by the laws and regulations of the jurisdictions in which we work.veteran status, genetic information, HIV status, family / marital / parental status or any other condition protected by the laws and regulations of the jurisdictions in which we work.
How to Apply
Please submit CV and complete the application:
EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terms, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment.Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business — not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family / marital / parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.disability status, veteran status, genetic information, HIV status, family / marital / parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.disability status, veteran status, genetic information, HIV status, family / marital / parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.
