Job Description

Responsibilities:

Executive & Administrative Support

Provide administrative and coordination support to the Associate Vice President – Digital Platforms, including calendar management, meeting scheduling, and follow-ups.

Coordinate internal and external meetings, prepare agendas when required, and document action points to ensure accountability and timely closure.

Support preparation of presentations, briefing notes, and documentation for leadership and governance meetings.

Facilitate travel requests, mission documentation, and required approvals in compliance with Client’s policies.

Assist in planning and logistics for department workshops, steering committees, and cross-functional review sessions.

Maintain stakeholder contact lists and ensure structured communication records are up to date.

Procurement & Financial Administration

Create, manage, and track iPROC / iProcurement requests for all Digital Platforms related purchases, including digital tools, licenses, retainers, integrations, and development services.

Prepare, submit, and monitor Purchase Orders (POs) ensuring accurate documentation and milestone alignment.

Process and validate Goods Receipt Notes (GRNs) in line with service delivery and contractual terms.

Coordinate and follow up on supplier payments, ensuring timely approvals and compliance with Client’s finance policies.

Maintain reconciliation documents including PO-to-invoice matching and budget vs. actual tracking.

Review, validate, and route supplier invoices for approval, resolving discrepancies proactively.

Cross-check FX differences for foreign invoices where applicable.

Ensure compliance with Client’s procurement, audit, and governance requirements  

Project Coordination & Stakeholder Management

Maintain a consolidated department-level tracker covering all digital initiatives across squads, ensuring milestone status and timelines are clearly recorded.

Consolidate squad-level updates into a single overview for management reporting.

Coordinate with internal departments (Finance, Procurement, Legal, IT, Marketing, Content, and others) to ensure required approvals and dependencies are addressed in a timely manner.

Liaise with external government entities, third-party agencies, technology vendors, and suppliers to collect required documentation and confirm deliverables.

Maintain and organize project documentation, including SOWs, approvals, meeting notes, and status reports.

Track cross-functional dependencies and flag potential risks or delays to the Associate Vice President when necessary.

Ensure procurement milestones are aligned with validated delivery outputs. 

Reporting & Documentation

Maintain a centralized repository of all department documentation, including contracts, SOWs, approvals, and integration records.

Prepare monthly portfolio status reports for Digital Platforms initiatives

Support preparation of executive summaries and briefing notes for DG/CEO-level reviews when required.

Support governance reviews related to shared-channel integrations with government entities.

Required Skills

University/College Degree in a related field

1-3 years of working experience