Administrative Coordinator and Divisional Support

This role supports the smooth and effective functioning of the Fish Fund Secretariat by providing strong coordination, managing information flows, and delivering high-quality administrative support. It contributes to grant management and governance processes, supports engagement with donors and partners, and maintains organized systems to facilitate collaboration and communication.

Responsibilities

• Provide comprehensive administrative and secretarial support, including managing files, procedures, shared inboxes, and day-to-day office operations.
• Draft, proofread, and coordinate internal and external communications in English, French and/or Spanish; ensure timely follow-up and effective information flow across teams and stakeholders.
• Support grant processing and contract workflows, maintain portfolio tracking tools, and ensure accuracy through document reconciliation and financial coordination.
• Organize and service Steering Committee meetings, including logistics, documentation, minute-taking, and follow-up on decisions.
• Assist in preparing reports, briefing materials, presentations, and other internal and external communications.
• Contribute to donor communications and coordination, including verification of financial information.
• Support recruitment processes as needed and manage travel arrangements for staff, Steering Committee members, partners attending Fish Fund related events and meetings.
• Maintain and update web content and support the production of external communication materials.

Requirements

• Completed secondary education and/or equivalent secretarial or commercial studies.
• A post-secondary qualification or equivalent professional certification in administration, international relations, or a related field would be an asset.
• Proven advanced knowledge of Microsoft Office, in particular Word and Excel, including the use of Excel for tracking, data management, and reporting purposes.
• Experience preparing, formatting, and updating PowerPoint presentations and other materials to support meetings, briefings, and internal and external communications.
• Demonstrated ability to manage multiple inboxes and shared mailboxes, ensuring timely follow-up, appropriate filing, and clear coordination across teams.
• Advanced filing and record-keeping skills, including the use of relevant software or platforms; experience with document version control is an asset.
• Solid understanding of administrative processes in an international organisation or multilateral setting, including financial and procurement procedures.
• Experience with grant contract processing or project administration, including tracking financial commitments and producing financial reports, would be a considerable asset.
• Knowledge of website content management, including uploading and maintaining content, ensuring accuracy and consistency, and coordinating updates with relevant teams.
• Experience supporting formal governance processes, including the preparation of agenda, meeting papers, and minutes, would be an advantage.
• Ability to summarize complex and voluminous information and compile and present facts and data in usable formats.
• Ability to exercise tact and discretion and to maintain confidentiality, including in relation to sensitive HR, financial, and governance matters.
• Strong organisational skills and attention to detail, including demonstrated ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.
• Good oral and written communication skills, with the ability to draft clearly and concisely in a professional multilateral setting.
• Ability to build and maintain effective working relationships with colleagues across divisions and with external partners and stakeholders.
• Proactive, self-organised working style with the ability to work independently and manage workload without close supervision.
• At least five years of relevant working experience in an administrative, secretarial, or coordination role, preferably in an international organisation or multilateral setting.
• Experience with grant administration, project management support, or financial tracking is considered a significant asset.
• Excellent English is required, with French or Spanish at the same level, with particular emphasis on sound drafting skills.
• Proficiency in all three WTO working languages - English, French and Spanish - would be a significant advantage.

Skills

• MS Word
• MS Excel
• Excel Data Management
• Excel Reporting
• PowerPoint Presentation Preparation
• Inbox Management
• Shared Mailbox Coordination
• Filing and Record Keeping
• Document Version Control
• Administrative Processes Support
• Financial Procedures Support
• Procurement Procedures
• Grant Contract Processing
• Project Administration
• Financial Tracking
• Financial Reporting
• Website Content Management
• Governance Support
• Meeting Agenda Preparation
• Meeting Minutes
• Information summarization
• Confidentiality Management
• Organizational Skills
• Multilateral Communication
• Drafting Skills
• Relationship Building
• Independent Work
• Grant Administration
• Project Management Support

Languages

English, French, Spanish