Overview
Provide office, administrative, and logistics support for meetings, committees, conferences, and special projects. Coordinate office support services and manage correspondence and filing systems.
Key Responsibilities
- Provide office, administrative and logistics support to meetings, committees, conferences, etc.
- Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence.
- Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications.
- Carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
- Perform a variety of administrative duties, e.g. make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
- Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
- Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.
- Perform other duties as required.
Required Experience
- High school diploma with five years of relevant experience; or, Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Qualifications
- High school diploma
- Bachelor’s degree in Business Administration or related fields from an accredited institution
