Job Description
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Provide general support to visitors in travel, visa and accommodation
• Provide information by answering questions and requests
• Research and creates presentations
• Generate reports in line with the Country Head and Department Heads
• Handle and lead multiple office projects
• Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Cover the reception desk
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Coordinate all needed maintenance work in the office with internal or external suppliers