Overview
The Administrative Assistant will provide administrative and operational support for in-person and virtual meetings, seminars, and workshops. The role involves assisting with travel arrangements, visitor reception, and managing electronic files.
Key Responsibilities
- Assists in preparing and processing travel requests for team members using GSM/BMS systems, arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions.
- Receive visitors and telephone calls with tact and discretion, prioritizing according to the importance and/or urgency, and provide background information redirecting as appropriate.
- Contributes to the initiation of contracts and requisitions for goods and services in GSM/BMS systems, monitoring and recording receipt of deliverables and initiation and monitoring of payments as needed.
- Liaise with staff, contractors and service providers to address any outstanding issues.
- Supports the establishment and maintenance of electronic files and controlled reference materials
- Maintain a record of incoming queries/correspondence, determine priority, bring to the attention of the responsible staff member and follow up on action and response.
- As part of the team, provide administrative and operational support for in-person and virtual meetings, seminars and workshops including the preparation of correspondence and documentation as needed.
- Brief colleagues on general office administrative process. Assist/replace administrative staff in the team and perform other related duties as required. Participate in field visits, if required
Required Experience
3 years
Qualifications
Bachelor's degree in Business Administration, Finance, Accounting, Logistics, Project Management
