Job Title: Management Support Unit (MSU) Coordinator

Job Overview:

The Management Support Unit (MSU) Coordinator is responsible for providing administrative and operational support to management and the leadership team. This role involves coordinating day-to-day activities, streamlining processes, facilitating communication, and ensuring that the management team has the necessary resources and support to effectively oversee the organization’s operations. The MSU Coordinator will be a key player in helping the organization achieve its strategic goals by supporting key administrative tasks and projects.

Key Responsibilities:

1. Administrative Support:
   • Provide executive-level administrative support to senior management and department heads.
   • Manage and organize the schedules of management team members, including arranging meetings, conferences, and events.
   • Prepare reports, presentations, and documents for management meetings and ensure timely distribution to relevant stakeholders.
   • Maintain and organize records, files, and databases for easy access by senior management.
2. Communication and Coordination:
   • Serve as a primary point of contact between management and internal/external stakeholders.
   • Facilitate communication between different departments and the management team, ensuring information is efficiently shared.
   • Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
   • Support the implementation of management decisions by ensuring proper communication across departments.
3. Project Coordination:
   • Support the planning, execution, and monitoring of various projects within the organization, ensuring that timelines, resources, and budgets are adhered to.
   • Work closely with project managers and teams to ensure that management is kept informed of project progress.
   • Track the status of key projects and initiatives, providing updates to management and suggesting improvements where needed.
   • Coordinate cross-functional teams to ensure effective collaboration and delivery of organizational goals.
4. Document and Data Management:
   • Oversee the preparation and distribution of key documents, ensuring they are properly formatted, accurate, and aligned with the organization's objectives.
   • Track and manage important data, ensuring accurate and timely reporting for management’s decision-making processes.
   • Support the creation and maintenance of dashboards or reporting tools for senior management, tracking key performance metrics.
5. Meeting Planning:
   • Plan and organize internal and external meetings, and workshops for senior management, ensuring they run smoothly and efficiently.
   • Coordinate travel arrangements for management, including booking flights, accommodations, and transportation.
6. Resource Management:
   • Manage the distribution of resources, including office supplies and technology tools, ensuring that the management team has the necessary materials for efficient operations.
   • Track budgetary expenses related to management support activities, helping to ensure cost efficiency.
   • Monitor inventory levels and order supplies for management-related activities and events.
7. Process Improvement:
   • Identify and implement process improvements to streamline administrative tasks and management workflows.
   • Develop and maintain systems for managing internal communications, project timelines, and other activities within the MSU.
   • Assist in evaluating organizational performance and suggesting strategies for enhancing operational efficiency.
8. Confidentiality and Compliance:
   • Ensure all sensitive and confidential information is handled in a discrete and secure manner.
   • Maintain awareness of company policies and ensure compliance with regulatory and organizational requirements.
   • Ensure that all records and data are kept up-to-date, compliant with internal and external regulations.