This position performs and provides administrative and office support for the West Africa and Middle East Regional Office. Duties performed may include the preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, photocopying, and supporting travel needs of the office. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory.
- Provides administrative support to staff for copying, faxing and large- scale mailings.
- Responds to staff requests for administrative support as needed.
- Sets up and maintains files, prepares reports, presentations and graphics provides employees with office supplies, performs data entry, proofreads, and compiles special reports including country profiles.
- Receives and distributes incoming mailing and coordinates outgoing mail and interoffice mail.
- Schedules meetings and meeting arrangements.
- Provides meeting support as needed e.g., scheduling conference rooms, coordinating food, logistics and taking notes as needed.
- Communicates with both internal and external personnel as required.
- Prepares and maintains documentation, plans, reports including briefing materials, schedules, databases, spreadsheets, logs, etc.
- May handle special projects and execute research and data analysis tasks,
- Performs desktop publishing. Creates and develops visual presentations.
- maintains and updates filing system.
- Retrieves information from files when needed.
- Schedules and organizes meetings, and travel for the Regional Director and other staff as needed
- Compiles documents for travel and travel related meetings.
- Processes travel expense forms.
- Compiles data and prepares reports, as needed.
- Responds to regularly occurring requests for information.
- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
- Handles confidential and non-routine information and explains departmental policies when necessary.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understands software used to perform day-to-day functions.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
- 5+ Years of related experience.
- Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems and prioritizes work.
- Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Typical Physical Demands:
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
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