Job Vacancy For Administrative Assistant

• Provide administrative support including calendar management, scheduling, and managing expenses.
• Attend project meetings and prepares pre-meeting and post-meeting notes and memos.
• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.
• Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Taking meeting notes and maintain project files. Maintains filing system of sub-award documents.

• Support travel activities for staff and consultants including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting when required.
• Assist in the collection of information for use in reports and formats report drafts.
• Maintain distribution list for project reports.
• Send reminders to keep team on track with reporting deadlines.
• Serve as a backup to others at same level.
• Set up document management site (file share sites).
• Maintain, copy, and coordinate storage and archiving of files.

• Assist in technical data collection, review and basic analysis.
• Provides basic technical support in the development and dissemination of tools, materials, reports, papers, and intervention for projects.
• Under supervision conducts searches of published literature, mobile software sites, blogs, on evolving issues.
• Provides technical administrative support to workplan preparation and finalization.

• Post job descriptions.
• Arrange interviews.
• Set-up technology for meetings.
• Troubleshoots equipment issues.
• Keep and update list of contacts.

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
• Basic knowledge of concepts, practices and procedures with project design.
• Strong oral and written communication skills.
• Demonstrated proficiency with Microsoft Office suite software.
• Ability to problem solve and recommend corrective action as needed.
• Strong organizational and attention to detail needed to adhere to project deadlines.
• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

• Works on problems that are limited in scope.
• Problems are routine in nature and are standard procedures and policies.
• Works independently and within a team on special non-recurring and ongoing projects.
• Exercises judgment within defined practices and policies to perform duties.
• Decisions made generally affect own job or specific functional area.

• Has no supervisory responsibility.
• Uses independent judgment to determine workflow and priorities.
• Receives instructions on new assignments.
• Reports to the Project Director

• Associate degree or its International Equivalent in Civil Society, Communication and Social
• Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.

• 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area.
• Prior experience in a non-governmental organization (NGO) preferred.
• Prior experience using Microsoft Office Suite preferred.

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