Scope of work
The Administrative Assistant will undertake the following specific tasks:
Assist in the actions relative to the administration of office including ensuring proper functioning of office equipments and human resource activities;
Assist in the provision of information for production of progress reports;
Assist in the organization of workshops, trainings, seminars, field trips, delegation tours and other events;
Assist in the management of events for SDPD including invitation to invitees, taking follow-up, venue selection, venue arrangements, reception of guests and attendance matters.
Prepare minutes of meetings and proceedings of events, ensure their dissemination to the stakeholders;
Ensure all logistical arrangements for staff members and consultants;
Organize logistical arrangements for field missions and works;
Prepare all Participants “in-country Travel Authorization” and other supporting documents including collection of final reports.
Responsible for proper filing system of the Office and handling day to day all office correspondence including with UNDP CO and Parliament House.
Order supply and maintain inventory of stationary.
Responsible for managing the patty cash and its documentation.
Responsible for in time payment of all office utilities bills.
Manage the maintenance of vehicles;
Assist in organizing the procurement and maintenance of office infrastructure, technology and equipment;
Provide assistance in resolving technical issues, maintenance of computers, preventive maintenance, assist with securing backup of server and other data files, upgrade system software including anti-virus and scanning of computers, exposure trouble shooting of hardware and software;
Perform any other related work as required
Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues, staff, and volunteers from diverse backgrounds.
Visibility requires maintaining a professional appearance and providing a positive company image to the public.
Be pro-active and foresee certain issues – arrangements / logistics etc