Administrative/Executive Assistant is responsible for providing general assistance on administrative function under the supervision of Administrative Officer
Areas of Responsibility:
- Manage and maintain the Chief of Party’s (COP) schedules, appointments and travel arrangements
- Monitor, screen, respond to and distribute incoming communications
- Answer and manage incoming calls
- Liaise with internal staff based on COP’s requirements/instructions
- Arrange and co-ordinate meetings and events
- Record, transcribe and distribute minutes of meetings
- Responds to the technical team requests for administrative support as needed.
- Sets up and maintain files, prepares reports, presentations and graphics,
- Provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
- Provide support to arrange meetings needed (e.g. scheduling conference rooms, coordinating food, logistics).
- Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.
- Maintains cleanliness of the office environment.
- Arranges “Tele-conference” and “Audio-conference” as needed.
- Opens and closes the office daily, observing security and other established office procedures.
- Handles reservations and arrangements of office conference/meeting rooms.
- Provide administrative support for procurement, travel arrangement
- Performs other duties as assigned.
CONTRIBUTION:
- Arranges and provides necessary support for international and domestics travels for staff in the project
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Screen all incoming visitors and vendors, observing security.
- Receive, log and distribute all incoming and outgoing courier packages; and incoming in a timely manner.
- Update, maintain and distribute appropriate telephone staff directory.
- Update and maintain conference room schedules.
- Coordinates special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
- Assists supervisors in ensuring project administration and operation runs smoothly.
- Assists supervisor in logistic arrangements for conferences, workshops and meetings.
Educational Background:
Graduate of four year bachelor’s degree
Skills/Experience:
- Knowledge of general office practices and organizational skills, administrative and planning skills.
- Good proficiency in computer software applications in particular Microsoft World, and Excel.
- Good command of spoken and written English and proficiency in local language.
- With minimal supervision, manage high volume work flow.
- Service minded well organized, strong negotiation and interpersonal skills.
- Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
- Resourceful in gathering and providing information.
QUALIFICATIONS:
- With at least 3 years experience providing support at a high level
- 3-5 years of related office administration experience.
- Demonstrated experience with office administrative procedures, standards and equipment
- Demonstrated experience with office software applications and spreadsheets.
- Read, write and speak English; fluent in host country language required.
Job Function:
Organization Info
Listing Stats
Post Date:
Nov 13 2018
Active Until:
Dec 13 2018
Hiring Organization:
Fhi 360
industry:
Nonprofit