Knowledge Management Senior Assistant

Under the guidance of the Project Management Support-Senior Officer (Head of DP Secretariat), the Knowledge Management Senior Assistant will be responsible for:

Knowledge management components of project implementation

• Support in developing and implementing a knowledge management framework for the DP Secretariat to include an evergreen mapping of donor initiatives organized by sector/working group.

• Compile and maintain an evergreen mapping of donor initiatives organized by sector/working group, and ensure the mapping/data is on a platform accessible to all development partners.

• Assist the organization and preparation of minutes of DP meetings (i.e. DP strategic group, DP forum, Bilateral Donor Group, and Thematic working groups) and other coordination events as needed.

• Gather, maintain and manage contact information of all stakeholders across the development partners structure (i.e. DP strategic group, DP forum, Bilateral Donor Group, and Thematic working groups).

• Build and maintain regular contact and professional working relationship with all stakeholders.

• Assist the preparation of statistical data from internal and external sources; prepare charts, tables, and reports of different and relevant topics including gender equality. Regularly update and maintain the DP database of contacts per bilateral and multilateral donor/mission, and GoSL contacts.

• Support the day-to-day programme/project implementation by following deadlines, commitments made, actions taken, and coordination of collection and submission of the required reports.

• Provide information for social media.

• Actively support the knowledge management, knowledge networking and visibility of DP Secretariat.

• Facilitate the organization of advocacy events, workshops, stakeholders’ dialogues and round-tables.

Financial management

• Support the preparation of project's financial reports.

• Process payment requests.

Administrative functions

• Draft routine correspondence and communications e.g. to convene the DP strategic group, DP forum, Bilateral Donor Group, and Thematic working groups.

• Organize and hold introductory meetings to integrate newly arrived DP staff into the DP coordination structures.

• Establish and maintain filing systems to record communications with stakeholders.

• Update data relevant to the DP coordination structures on a platform accessible to all development partners.

• Ensure flow of information and dissemination of materials with all concerned.

• Provide logistical and administrative support to missions, travel arrangements and meetings. 

Monitoring and progress controls

• Gather data under the monitoring framework and prepare draft reports on progress for review.

• Ensure all tasks are completed with quality and within the timeline agreed with the Head of the DP Secretariat.

• Secondary School (high school diploma or equivalent) with five (5) years of relevant experience is required.

• Master’s Degree or Bachelor’s degree in social science, law or business administration, public administration or relevant disciplines will be considered an asset and might reduce some of the the required years of experience.

• A minimum of 5 years of experience (or less, depending on academic credentials) at the national and/or international level in operations support or coordination roles is required. 

• Experience in preparing business correspondence and the use of Google Suite is highly desirable.

• Experience in the development sector, gender equality and gender mainstreaming is desirable.

• Experience in knowledge management and communication is preferable.

• Proficiency in English is required.

• Knowledge of Sinhala or Tamil is highly desirable.