Application Closing Date
06 November 2026Context of Role
IPPF operates in a complex, global, and fast-paced environment, requiring strong administrative coordination and logistical support to enable teams to deliver effectively.
This role supports the operational functioning of global initiatives by coordinating information, schedules, documentation, meetings and finance, and other reporting requirements. Strong administrative systems and clear communication are essential to supporting collaboration across the division.
Role Purpose
This is an entry-level coordination and administration role that provides day-to-day administrative, program planning and logistics support to S4CV global teams.
The role ensures smooth team operations, accurate tracking of programme and project activities, finances, effective coordination of meetings, projects and events, and timely flow of information across the Secretariat.
The role ensures smooth team operations, accurate tracking of programme and project activities, finances, effective coordination of meetings, projects and events, and timely flow of information across the Secretariat.
Deliverables
- Coordinate and support day-to-day administrative and logistical activities for global and regional initiatives, ensuring plans, schedules and documentation are accurate and up to date.
- Utilise tools to arrange consultancies (Kofax), finance updates, invoicing (Netsuite) and other team administration activities to ensure alignment to secretariat reporting and admin timelines and expectations.
- Organise and support meetings, workshops and events, including scheduling, agendas, minutes, follow-up actions and logistical arrangements (virtual and in-person).
- Maintain centralised records, trackers and filing systems for plans, activities, risks, actions and key documents.
- Act as a first point of contact for administrative queries from internal teams and Member Associations, ensuring timely information flow.
- Support project teams with planning timelines, action tracking and progress updates, escalating issues where appropriate.
- Coordinate information requests and contributions across teams, consolidating inputs into summaries or updates (non-analytical).
- Support compliance with organisational processes by ensuring required documentation is prepared, submitted and stored correctly.
- Support administration of projects including due diligence, contracting, payment processing, record-keeping, compliance monitoring, and grant closure
- Maintain shared calendars, contact lists, distribution lists and internal communication channels.
- Support and enable a safe environment, adhering to safeguarding reporting and monitoring requirements of the role.
- Gather and collate information, ensuring that established work plans and activities are monitored and delivered consistently in accordance with requirements, standards and practice, escalating where necessary to line management to highlight potential issues.
- Support in tracking/reporting platforms; and at the instruction of S4CV leaders, maintain guidance and resource tools which support programme planning, implementation, changes and advancement.
Desirable Skills
- Numerate with proven quantitative and qualitative data management skills.
- Strong administrative, organisational and coordination skills, with attention to detail.
- Experience supporting teams through scheduling, documentation, meeting coordination and action tracking.
- Proficiency in Microsoft Office tools, particularly Excel (basic tracking), Word, Outlook and Teams.
- Proficiency or willingness to master other tools particularly NetSuite, Kofax
- Ability to manage multiple tasks, priorities and deadlines in a fast-paced environment.
- Strong written and verbal communication skills, with the ability to liaise confidently with diverse, multicultural and multilingual stakeholders.
- Experience working across teams and time zones is desirable.
- Comfortable handling confidential and sensitive information appropriately.
Your, Ethos:
- Demonstrate an understanding of and commitment to safeguarding in a local and international context.
- Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.
- An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice, including safe abortion.
- Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of workers’ rights and access to health care in sex work.