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JOB TITLE: REGIONAL OFFICE ADMINISTRATIVE ASSISTANT
REPORTS TO: REGIONAL ADMINISTRATION MANAGER
DEPARTMENT: FINANCE & ADMINISTRATION TEAM
POSITION SUMMARY:
The Administrative Assistant is a full-time position with one position at the Almaty regional office. S/he will provide all kinds of administrative and logistic services to staff of the project and visiting guests/consultants. S/he will assist in setting up and operations of the project office and will report to the Regional Administration Manager to perform a variety of office support and secretarial duties for a specified unit.
SIZE AND SCOPE:
Staff Supervised: N/A
Budget Allowance: N/A
KEY ROLES & RESPONSIBILITIES:
1. Answer incoming telephone calls and take detailed messaged including the complete name of the caller and the telephone number for returning the call. Provide callers with helpful information regarding the location of staff when on travel or away from the office. Ensure that staff receives messages promptly when they return to the office.
2. Keep track of where all staff members are when they are out of the office and when they are expected to return.
3. Sort and distributes incoming and outgoing mail; draft or prepares responses to routine inquiries; prepare photocopies and facsimiles, and operate a variety of office equipment.
4. Establish, maintain, process and updates files, records, certificates, and/or other documents.
5. Arranges meetings and conferences, schedules interviews and appointments, and perform other duties related to maintaining one or more individual schedules; make travel and lodging arrangements, either directly or through travel agencies (by request of the Regional Administration Manager).
6. To file documents ? incoming and outgoing faxes, official letters and newsletters etc.
7. To update the office library documents (hard-copies) on the regular basis.
8. Maintain and up-to-date expatriate and local staff roster with home addresses and telephone numbers.
9. Receive daily mail and package delivery, log in international mail and insure that mail is distributed to the correct persons.
10. Greet visitors and inform the hosts of their arrival.
11. When appropriate resolves routine administrative problems and answers inquiries concerning activities and operations of the project.
12. Perform a wide variety of typing assignments; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials, preparing of outgoing correspondence; to make minutes during staff and other meetings upon request; prepare agendas for the staff meetings; to type correspondence and other documents at the request of staff.
13. To collect lunch money from office staff and guests.
14. To order the drinking water for the entire office.
15. To check the availability of printing paper at the copy, fax, printing machine at the office and any other supplies.
16. Order, stock and distribute office supplies.
17. Manage drivers? arrangements and scheduling.
18. Responsible for keeping and maintaining the Equipment Check-Out Form and equipment availability and stocking.
19. Perform a range of staff and operational support activities; may serve as a liaison with other units on basic administrative matters.
20. Perform miscellaneous job-related duties as assigned.
POSITION REQUIREMENTS:
1. Graduate.
2. At least 2 years experience in similar or related field preferably with international donors.
3. Experience in logistics.
4. Ability to understand and follow specific instructions and procedures.
5. Ability to work under direct supervision.
6. Excellent critical thinking and problem-solving, communications and interpersonal skills.
7. English language proficiency. Kazakh language preferable.
Резюме слать на info@capacity.kz
