• Reserving and setting up of meeting location, negotiate contracts with outside locations;
  
• Coordinating of registration prior to and during the meetings;
  
• Supervising travel arrangements for meeting participants, to include transaction processing for travel requests, payments and reimbursements;
  
• Coordinate services units (e.g. interpreters, audio visual assistance, conference services, caterers for hospitality on conference site and outside)
  
• Coordinate and oversee support staff in organizing the conference to ensure tasks are completed in a timely manner
  
• Maintaining pertinent records in support of conference activities
  
• Preparing budget prior to the meeting and updating after the meeting
  
• Issuing notifications and mailings to all those invited to the meetings
  
• Ensuring meeting records are complete, including video transcripts and audio cassettes
  
• Track project processing.  Assist in the coordination, processing, tracking and dissemination of projects submitted under the Adaptation Fund;
  
• Maintain project processing database. Enter, update and retrieve GEF project data utilizing the GEF database;
  
• Prepare and file project documents.  File project documents, project reviews, and project correspondence, and prepare standard project-related correspondence; and undertake project document finalization, printing and distribution in consultation with the Program Coordinator.
  
• Attend team meetings, take and prepare minutes;
  
• Edit and format reports and documents;
  
• Perform other tasks as requested.

Qualifications:

• At least five years relevant experience;
  
• Demonstrated experience in organizing international conferences;
  
• Extensive knowledge and demonstrated experience in operational support functions and database management;
  
• Strong interpersonal skills, positive attitude and ability to work effectively in a team  environment;
  
• Demonstrated degree of initiative and reliability, with ability to develop practical approaches to improve office effectiveness;
  
• Ability to handle concurrent activities efficiently under pressure, with minimum supervision and to meet tight deadlines;
  
• Excellent secretarial and organizational skills and attention to detail;
  
• Thorough knowledge of and proficiency in information technology (Word, Excel, PowerPoint, Access, SAP, Lotus Notes). Knowledge of PageMaker would be an advantage;
  
• Flexibility and willingness to work overtime, especially during Board meetings.
  
• Excellent command of English, written as well as spoken. Knowledge of German, French or Spanish would be an advantage.

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