SUMMARY OF POSITION

A full time position is currently available for an experienced Admin and Logistics Officer with strong administrative skills and the ability to handle multiple priorities and meet tight deadlines with minimal supervision. Excellent communication and organizational skills are essential, as is proficiency with MS Office Suite and general computer skills.

JOB REQUIREMENTS

Minimum Experience:

• Minimum 2 to 4 years of experience in a similar role.
• Fluent in (written and spoken) and full working proficiency in English (written and spoken)
• Advanced Microsoft Word Skills, with a particular focus on formatting functions (e.g.,section breaks, table of contents, inserting PDF’s, etc.);
• Advanced filing skills (both electronic file management and hardcopy filing protocols);

Essential Skills:

• Quality (accurate, precise, thorough, complete, attention to detail);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Helpfulness / positive attitude / diplomacy;
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance / punctuality.

Responsibilities/Duties:

Reports and Communication

• Word process all documents and reports;
• Assist the the Communications and Learning Specialist by providing logistic support to media releases, briefings, communications activities and other Project promotion events;
• Assist Team Leader, managers and other Program team members with correspondence, mail registration and filing;
• Proofread documents prepared by staff and consultants for spelling and grammar;
• Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Head of Operations and Finance;
• Keep all reports filed systematically in both electronic and hardcopy formats.

Coordination and Logistics

• Ensure all project administrative activities are coordinated effectively;
• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events;
• Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits, and DFAT/counterpart visits;
• Provide administrative support to team members
• Review supplier contracts and contracts for terms and conditions.

Scheduling and Meetings

• Coordinate meeting arrangements, including informing team members, booking meeting rooms and keeping management/staff calendars updated;
• Track staff travel and leave plans and records to ensure all staff members are kept informed of team location and availability;
• Schedule and coordinate vehicles and drivers, including driver booking schedules;
• Support the Head of Operations and Finance with timesheets.

Front Desk

• Answer and forward calls in an efficient and professional manner and check general voicemail;
• Receive visitors in a professional manner;
• Program the phone system and voice mail as required and provide training to users;
• Maintain office supplies inventory, including toner for office equipment (printers, fax, photocopiers) as well as kitchen supplies;
• Record and prepare minutes from staff meetings.