Administrative Assistant

Administrative support within each outreach office or LPHU headquarters. Monitor progress to ensure deadlines are met. Assist Project Manager and Coordinator when required. Keep projects on schedule Ensure that consistent performance of routines and tasks are taking place.   Supervised by: Project Manager Project Coordinator   Main work interfaces Internal interfaces -      Program Manager -      Program Coordinator -      Local  Coordinators -      Financial officer   External interfaces -          Funding bodies (Christian Aid and EU) -          Local and international partner NGOs and institutions -          Local bodies (ministries, municipalities, cooperatives, universities, Private sector etc…) -      Partner organizations     Mission1: Administrative Support.     Ensure that consistent performance of routines and tasks are taking place Follow up the schedule of the project Arrange appointments and  meetings for the program manager , and program Coordinator Update weekly activities planning according to planned schedule Keep the organisation’s chart up-to-date. Ensure that the program manager and program coordinator are up dated with deadlines Ensure that the financial officer is aware of reports dates Ensure that program coordinator and financial officer know the donors guidelines. Keep records and archive of all the project activities :proposals , agreement, guidelines , MoU, reports ,log frame, Work plan minutes, stripes  , Contacts, TORs , attendance sheets ,letters , mails ,purchases files and supplies contract ,follow up report ,assessment, data . Take minutes and be present at all meetings and functions related to the project Take part in data entry process. Ensure that the data is being entered correctly and accurately. Organize meetings, workshops, roundtables. Write emails, letters when required. Prepare presentation when required Write and update documents covering all the operating procedures Perform other administrative tasks like faxing, phoning, photocopying and other duties and responsibilities where required. Translate documents when required Conduct internet research Assist and train the local administrative when required. Handle  travel plans and accommodations for local and international consultants, and visitors Ensure proper documentation of financial  project files and maintain an adequate filling  (and translate invoices to English ) Handle and coordinate drivers’ schedule appropriately and in accordance with project’s activities Keep LPHU  inventories (fixed assets , stationery) up dated Handle all  purchase files Provide secretarial support to staff on an as-needed/as-available basis Ensure the circulation of information between the centers Prepare the Arab e-newsletter in collaboration with the team and the program coordinator (Published electronically and available via websites and distribution lists, the e-newsletter will be aimed at PWD across the region, local and regional NGOs, and national and regional authorities and agencies. Aimed at awareness raising and how-to improve inclusion.) Updating Website Prepare press release and translate website to English Assist in setting up work schedules and weekly implementation plan for the teams in the field. Be responsible for the presentation, circulation, filing and archiving of administrative, accounts and financial documents. Insure that requested documents get to desired location on time. Greet visitors     Mission 2: Reporting   Report regularly to the project coordinator on all tasks completed and in process. Provide a weekly summary report of all activities conducted in the field Write a monthly report combining all reports (local centres reports) Write progress reports when required by donors    Skills required   Management Organisation Reactivity Relational skills Implication Adaptability Creativity Initiative Team worker Good performance within short time notice and under pressure