Coordinator, Delivery Office - GL B - Defined

Reporting to the Lead, Delivery Office, the Coordinator is responsible for providing a range of administrative support services to the Head of SIED and the Division’s Leadership Team, as well as coordinating diverse work streams to promote efficient delivery of services. The incumbent is expected to maintain high standards of professionalism, efficiency, discretion, agility, proactiveness and independent judgment. In working closely with internal and external contacts, the incumbent deals with a wide range of highly sensitive issues under tight deadlines/pressures.

The incumbent will be a member of the Delivery Office in SIED, working across departments and teams on existing and emerging work streams, including cross-divisional initiatives.

Reporting to the Lead, Delivery Office, the Coordinator will be responsible for one or more of the following areas, while assisting other Coordinators in the Delivery Office with their responsibilities in periods of workload peaks or absences. Responsibilities may shift or evolve in focus according to business priorities; hence each Coordinator is expected to provide effective and timely support in any of the following:
Delivery Office and Coordination across the Division:
Act as Thematic Focal Point for one cross-cutting divisional theme, such as communication & staff engagement, budgeting & forecasting, partnerships, or resource management, coordinating this theme on behalf of the whole division. Thematic assignments may evolve depending on the needs of the division. Act as Department Focal Point for an assigned department within the Division, serving as the single entry point for department’s requests, acting as an operational partner to the Head of Department (HOD) and Team Leads, and tailoring coordination support to the department’s specific needs.

The Department Focal Point and Thematic Lead roles are performed in addition to, and not in place of, the Coordinator’s shared pool responsibilities and any assigned Investment & Governance Support duties described below. All coordinators remain expected to contribute across the full range of responsibilities in these TORs. Implement the logistics and administrative functions related to existing and emerging activities for the division, including events such as TRP review windows, GAC meetings, Division/Department meetings, SIED participation in MEC or partners meetings, etc.

Schedule time and manage calendars on behalf of the Head of SIED and Heads of Department, effectively prioritizing and resolving related conflicts and competing demands. Upon request, manage Head of SIED’s e-mails and Inbox alerts. Act as divisional focal point(s) for human resources across hiring mechanisms, providing administrative on and off-boarding support, managing the external training and recognition budgets, and supporting any cross-organizational projects.

Organize and coordinate all travel and related requirements for the Head of SIED, Heads of Department and Team Leads (as requested), including: meeting planning and logistics, travel authorizations, flight tickets, hotel bookings, visas, airport transfers, petty cash claims and reimbursements. Coordinate existing and emerging SIED meetings, events, etc. This includes, but is not limited to, selecting venues and/or booking rooms;

organizing virtual and/or in-person access to venues and documents; proactively supporting follow-up, including administering surveys and analyzing results for consistent process improvement. Act as a divisional point of contact for all MEC-related issues, including scheduling and documents. Facilitate collaboration and coordination with and…