Administrative Assistant

Job Description

Responsibilities

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;

2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;

3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;

4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;

5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;

6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;

7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;

8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;

9. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,

10. Perform such other duties as may be assigned.

Qualifications

EDUCATION

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; 

• Attention to detail, ability to organize paperwork in a methodical way;  

• Discreet, details and clients-oriented, patient and willingness to learn new things; and, 

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

SKILLS

• ​Attention to detail, ability to organize paperwork in a methodical way; 
• ​Discreet, details and clients-oriented, patient and willingness to learn new things. 

Required Skills

Job info