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Administrative Assistant

Salary rangeConfidential | Contract type: Permanent

You have 4 days left to apply for this job.

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Job Summary

Essential Skills
  • Diploma in Business Administration or related field
  • At least 3 years of relevant post-qualification experience in a busy office environment preferably in an INGO, research organization or large research program
  • Good planning, financial and organizational skills
  • Good computer skills
  • Excellent oral and written communication skills in French
  • Good oral and written communication skills in English
  • Excellent interpersonal skills and ability to work under pressure
  • Experience working in a multidisciplinary and multicultural environment will be an added advantage
Desirable Skills:
  • Detail oriented, discreet, tactful, courteous
  • Ability to work independently, set priorities, juggle tasks, meet deadlines; and
  • Initiative and innovation in assessing situations, troubleshooting, conflict resolution, and teambuilding

Responsibilities

  • Manage the Unit Leader’s office and respond to queries in his/her absence;
  • Schedule appointments for the Unit Leader and other members of the team as necessary;
  • Manage meetings of the Unit, including preparing documentation and taking minutes as necessary;
  • Identify action points during meetings and follow up with the concerned parties to ensure accomplishment;
  • Maintain an effective record and filing system for contracts, project activities, correspondences, and documents for quick and easy reference;
  • Provide support in preparation and formatting of contracts and reports;
  • Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
  • Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems and other reimbursements;
  • Manage the office’s petty cash and maintain records of the administrative vehicles; ;
  • Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates; and
  • Help in monitoring project implementation including review of burn rates on the online management accounting system.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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