Overview
Provides administrative support to a section or office, focusing on budget monitoring, office planning, procurement, communications, and logistics.
Key Responsibilities
- Monitors budgets and financial expenditures.
- Prepares and maintains records for budget monitoring.
- Ensures availability of timely, complete and accurate information for work plans.
- Monitors work plan/project implementation against milestones.
- Guides managers in the process of PCA/SSAs.
- Facilitates the processing of contracts for consultants and external partners.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
- Manages incoming and outgoing correspondence, e-mails and telephone calls.
- Establishes and maintains office filing and reference systems.
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings.
- Supports capacity development activities and conferences by making logistical arrangements.
- Provides travel assistance to staff members.
- Briefs/de-briefs staff members on administrative matters.
- Extracts, inputs, maintains, and verifies correctness of travel records.
- Assists in the preparation of budgets on travel costs.
- Processes invoices for approval and in VISION.
- Supports management of administrative supplies, office equipment, and updating inventory.
- Participates in annual physical inventory of items.
- Maintains and updates a system which monitors the absence of staff.
Required Experience
5 years of relevant work experience in administrative support, office management, budget monitoring, procurement, travel coordination, event logistics, project coordination, records management, vendor management, correspondence management
Qualifications
Secondary Education in business administration, public administration, office administration, finance, project management, supply chain management, communications, or information management
