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The Administrative assistant, on one hand, is responsible for the reception and support the secretariat and on the other hand, provides logistics support to the office management in order to ensure a working environment in which co-workers can concentrate on the core of their duties.
Results area 1: As (role) Administrative support: Carry out various administrative tasks (filing, archiving, follow-up of documents…) in order to guarantee efficient support to the department/supervisor/co-workers/intervention.
Main tasks:
Manage in/out mail;
Provide general administrative support (copies, scan documents…)
Prepare draft letters/documents
Ensure the lay-out of documents and presentations, make corrections to texts
Take care of the general management of agenda(s)
Results area 2: As (role) Organiser: Ensure that internal and external meetings or events are organized and followed up in order to foster a smooth organization and to ensure that information is disseminated to all participants.
Main tasks:
Ensure practical organization of meetings (booking, dispatch of invitations, meeting materials, equipment…)
Elaborate minutes (in specific meetings )
Disseminate minutes/documents to main stakeholders
Results area 3: As (role) Logistics support: Ensure that the necessary materials for the proper functioning of the service are available in order to allow that everyone benefits of adequate logistics support for their activities.
Main tasks:
Ensure availability of adequate office supplies:
Order the necessary materials
Proactively control supplies and manage the stock
Prepare purchase orders
Elaborate mission orders
Prepare documents and ensure follow-up (work permits for expats…)
Manage the booking of hotels, flights, restaurants…
Make sure that means of transportation is available
Results area 4: As (role) Documentation Manager: Ensure that all relevant correspondence and documents that are needed for the business/unit are filed and kept in order for supervisors and co-workers to quickly access information looked for.
Main tasks:
File and archive all kinds of documents
Update relevant information
Proactively collect documentation
Manage the archives
Results area 5: As (role) Receptionist -Telephone operator: Welcome guests and process phone calls in order to adequately address them and/or orient them towards the internal contact needed
Main tasks:
Welcome and provide guidance/orient visitors
Answer calls and transfer them to the right persons
Update the professional contacts list of the Representation (internal and external…)
Call external contacts on demand
Requirements:
Bachelor (Secondary education +3)
3 years in managing administrative tasks
Very good knowledge of the official languages of the country as well as an international languages (French and/or English). • Very good knowledge of MS Office (Word, Excel, PowerPoint).
