Administrative Assistant- Internship

1. QUALIFCATIONS

• The AA is an individual who has completed a BS in finance, business administration or other related fields.
• The AA is an individual with a minimum of 1-year relevant experience.

2. MAJOR DUTIES AND RESPONSIBILITIES

Operational Tasks

1. The AA is responsible for downloading and archiving call center information on a daily basis.
2. The AA is responsible for gathering data from relevant personnel for the publishing of quarterly newsletter.
3. The AA is responsible for sending out weekly operational schedules for operators’ shifts.
4. The AA is responsible for enabling and disabling users on the call center software based on shifts schedule.
5. The AA is responsible for documenting operators’ volunteering hours on a weekly basis and reporting on a monthly basis.
6. The AA is responsible for the logistics of operators’ training conducted on a quarterly basis.  
7. The AA is responsible for the coordination and documentation of all awareness sessions conducted by the Awareness and Outreach Manager and/or outreach officer(s).
8. The AA is responsible for the coordination and documentation of all media coverages conducted by Embrace.

Finance tasks

1.  The AA is responsible for tracking cash flow in and out of the office with the financial manager.
2. The AA is responsible for preparing, archiving and sending all financial documents for monthly accounting and auditing.
3. In the period of event coordination, the AA is responsible for ticket sales, financial accounting and reporting during event planning and after event implementation.

Administration tasks

1. The AA is responsible for managing cleaning, water services and any other required maintenance services weekly and/or monthly.
2. The AA is responsible for the tracking and purchasing of office supplies on a weekly basis.
3. The AA is responsible for responding to all general emails received to the Embrace email using developed templates.
4. The AA is responsible for taking calls to the office concerning general Embrace activities, such as upcoming events, training requests, media requests, etc. and liaising with the relevant personnel within Embrace.
5. The AA is responsible for taking calls outside of general Embrace activities in the absence of the Executive Director.
6. The AA is responsible for delivery and pick up services for Embrace Operations.

3. TIME COMMITMENT

• 6 hours per day
• Monthly accounting meetings with Financial Administrative manager

4. REPORTING

• The AA reports to the Executive Director on all responsibilities and with relevant managers and/or coordinators when necessary, such as Research Coordinator in research, Financial Administrative manager in finance.