Consultancy Support Assistant

Site GPF

GPF hiring Consultancy Support Assistant.

The overall purpose of this consultancy is to support the Influencing, Partnerships and Business Development team to deliver their work effectively. The consultant is expected to carry out a number of supporting responsibilities:

  • Monitoring and management of the team IPBD budget
  • Administrative and logistical support for all activities particularly workshops or trainings or Webinars, in-person or offline.
  • Coordinating team meeting agendas including note taking and agenda setting
  • Compile team inputs into quarterly reports and presentations of the IPBD team for the quarterly updates including regional and country level updates
  • Travel or other procurement support needed to support team members and consultants using the SAP system
  • Providing general administration support to the IPBD as require

Typical Responsibilities

Effective monitoring & management of the Influencing, Partnership and Business Development team budget

  • Assist the IBPD team with budget monitoring and implementation as planned including monthly reconciliation to checking that correct budget lines are used based on SAP report
  • Support all team to prepare and complete SAP requests and seek authorisation for budgeted activities for meetings and other activities, and follow-up with the Administration and Finance departments to ensure timely delivery of services
  • Liquidate cash advances for all activities in a timely manner

Administrative and logistical support for any workshops or trainings or Webinars, in-person or offline

  • Coordinate and compile agenda for workshops or trainings with relevant team member/s
  • For online workshops this includes creating the meeting using appropriate online tools, sending invitations to and tracking attendees, including supporting external participants to attend
  • Admin support to hire a translator or technical support, other support needs
  • Provide workshop notes and following up with relevant personnel including coordination of follow-up actions
  • Follow the procurement process with relevant teams when requesting a service such as translation, technical consultancy
  • Liquidate cash advances for meetings and other activities in a timely manner, including friendly support to youth participants to claim back expenses and request per diems

Administrative support for Influencing and Partnership Team activities

  • Participate in weekly team meetings and make and circulate meeting notes
  • Coordinate and compile agenda for quarterly team retreats and coordinate note taking amongst colleagues
  • Compile team inputs to the quarterly reports of the IPBD team for the quarterly updates & presentations
  • Communicate efficiently with the IPBD team and other parts of the organisation, including external consultants as needed

Skills and Competencies 


  • Good knowledge of development issues and rights-based approaches
  • Committed to gender-transformative programming and influencing 

Skills & Behaviours

  • Fluency in French and English
  • Excellent ability to use MS Office (Word, Excel, PowerPoint and Outlook) and maintaining complex spread sheets and databases
  • Experience using online tools to enable interactive online meetings
  • Strong organization and excellent problem-solving skills
  • Ability to multi-task, to prioritise and to deliver to tight deadlines
  • Ability to use and develop a range of administrative and financial tools to support efficient planning and activity monitoring
  • Ability to work independently with minimum instructions and supervision
  • Good interpersonal skills necessary to facilitate working with others
  • Inclusive in his/her working relationships with colleagues at regional and country levels

Qualifications and Experience

  • At least Bachelors’ Degree or equivalent experience especially in programme management, business administration, and human resources management
  • 1-2 years of experience in a team assistant role including internships
  • Proven experience working with budgets
  • Experience in managing events.
  • Experience using the business software SAP is an advantage
  • Commitment to child and youth safeguarding

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