Provides general administrative support to the USAID-funded, Act to End NTDs | West program intended to support disease-endemic countries to control and/or eliminate neglected tropical diseases (NTDs) with proven, cost-effective public health interventions to treat and measure treatment impact against seven NTDs: lymphatic filariasis, trachoma, onchocerciasis, schistosomiasis, and three intestinal worms known as soil-transmitted helminths.
Under the supervision of Act to End NTDs | West Senegal’s Human Resources Specialist, the Administrative Assistant will have the following responsibilities:
- Receptionist duties and related services, including answering the telephone.
- Work with technical and support staff to ensure flexible administrative processes.
- Organize all project transportation needs for workshops, meetings and site visits.
- Maintain the project library, setting up new files if necessary and ensuring that documents are regularly filed.
- Help the senior team write and type routine correspondence.
- Maintain filing systems and other office systems.
- Manage communication, including phone, fax and email.
- Assist in preparing programs for visitors, including hotel bookings, airport transfers, ticketing, etc.
- Help to organize travel schedules and related logistics, as well as reimbursement requests for staff.
- Maintain the office environment and stationery supplies with appropriate records.
- Liaise with appropriate units for repair, supply and maintenance of office facilities.
- In collaboration with the procurement officer, help fill out the procurement forms - supply requests, purchase orders.
- Simple bid analysis.
- Demonstrate due diligence with suppliers.
- Assist in processing of financial requests - payment requests, requests for travel advances, etc.
- Help fill out expense reports.
- Other duties as assigned.
- 0-3 years’ experience in administrative support.
- Excellent organizational skills and attention to detail, ability to prioritize and manage multiple tasks.
- Standard reception procedures, note-taking technique, ability to write and type quickly.
- Good writing abilities, including grammar and spelling.
- Ability to synthesize and summarize verbally and in writing.
- Excellent written and oral communication and interpersonal skills. Respect for hierarchy, sense of discretion.
- Proficient in Microsoft Office products (Word, Excel, Outlook).
- Good command of English is required.
Typical Physical Demands:
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5-50 lbs.
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