The job holder will provide comprehensive
administrative assistance to ensure efficient operation of the office. This
position involves interacting with guests, managing communications,
coordinating meetings and logistics, and supporting the Chief of Party with
operational tasks.
This position is only filled locally. With
contractual conditions of the respective country. An expatriation is not
intended.
These are your responsibilities
Document Editing: Providing document editing
assistance in tools like Word, Excel, PowerPoint, and Adobe Reader.
Schedule Management: Managing the field schedule and
travel plans for project staff.
Meeting Coordination: Coordinating project internal
and partnership/external meetings.
Project Support: Assisting with project management
tasks as needed for events or initiatives.
Correspondence and Reports: Creating routine
correspondence, reports, and forms to support the project.
Invoice Processing: Reviewing invoices from vendors and processing them accurately.
Travel Arrangements: Making project travel
arrangements and preparing travel expense reports in liaison with admin team.
Minute-Taking: Taking minutes during meetings and
preparing meeting reports.
Coordinate logistics for project conferences,
workshops, and related logistics.
Provide monthly reports on project supplies,
telephone usage and stationery.
Provide project secretarial duties including but not
limited to document management, drafting official documents as instructed.
Develops and maintain an accurate and up to date
project records management system.
Prepare project procurement requests, confirm budget
approval.
Receive project procured goods as per acceptable
quality, specification, and quantity, and finalize all related documents as
guided by CBM procurement guidelines, within agreed timelines.
Reports any damages or loss of project equipment or
assets as reported by the user in a timely manner.
Ensure all project assets and inventories are tagged
accordingly.
Conduct project specific inventory and asset
verification on quarterly basis
Other
Carry out the role-specific responsibility to
safeguard children and adults at risk (as guided by CBM’s relevant policies)
Comply with all safety and health procedures and
requirements at CBM and, at all times ensure your own safety and health and
that of other persons who may be affected by your acts or omissions.
Ensure that all activities conducted within scope of
work or as an employee with CBM comply with the IT and data protection
principles.
These are your qualifications
Bachelor’s Degree in in a relevant field, such as
Business Administration.
A minimum of 2 years of related work experience,
preferably with international NGO preferred.
Related work experience in a busy office.
Proficiency in Microsoft Office suite, web-based and
data application tools like Power BI
Well spoken, with ability to communicate clearly and
concisely.
Ability to cope under pressure and meet deadlines.
Ability to efficiently handle a range of tasks
concurrently to meet different needs.
Ability to integrate into a multi-cultural
environment.
Ability and willingness to learn.
Able to work independently, and as a member of a
team.
Good written and verbal English. Local Language
(professional proficiency / advantageous).
Willingness to commit and adhere to CBM mandate,
mission, vision, and values
How To Apply