Administrative Officer And Secretary

Receive incoming domestic and international calls; Greet visitors and informs staff of visitors’ presence; Serve as phone system administrator; i.e. update phone extensions and voice mail,  to voice mail system, changes phone system messages, performs diagnostic procedures to resolve system problems as they arise, place trouble calls to vendor; Update and distribute internal distribution lists as changes occur; Maintain reception area to ensure that it is neat and orderly; Provide secretarial support to staff on an as-needed/as-available basis; Assist in coordinating drivers’ schedule appropriately and in accordance with project’s activities; Assist staff with travel plans and accommodations for local and international consultants, and visitors; / Arrange travel, accommodation, and transport for staff/expatriate members when necessary. Take minutes of meeting and ensure their typing and distribution to the staff; Assist staff in preparations and follow up on program’s workshops, and other office events; With the support of the management ensure that the Logistic procedures are applied. Follow up on procurement and tendering procedures and on the preparation of request for payment. Data entry, filing, and archiving and scanning, petty cash. Coordinate repairs to office equipment, and ensure that all office needs, equipments and supplies are in place and working properly. Organize and supervise all of the administrative activities that facilitate the smooth running of the office. Assist in translating documents from English to Arabic and vice versa; if needed Responsible of inventory- on site and in office, Ordering of Stationery and the collaboration with external RMF offices to maintain the procurement process. Other duties may be assigned by the Administration and Finance Manager, Senior Procurement Officer  and Deputy Program Director. Use a range of office software, including email, spreadsheets and databases. Open, sort, date, and distribute incoming mail on a daily basis Manage filing systems. Write reports deliver presentations when needed. Responding to inquiries and complaints. Review and update health and safety policies and ensuring they are observed.