Employee Contract Type:
Local - Fixed Term Employee (Fixed Term)
Job Description:
Administrative and Logistics Service
- Organize outdoor meetings, conferences, or workshop event schedules with the program and operation team
- Organize major events related to security issues, and any update from senior management and communicate to all concerned staff
- Organize in-door meetings and follow up with the arrangement of refreshments, meeting room set up, and any additional requests.
- Ensure professional appearance and arrangement of office materials and furniture
- Facilitates air tickets, visas, hotel booking, and transportation services for staff and event participants
- Follow up with senior staff for monthly & weekly planned trip need for air ticket, workshop /training, and other events.
- Make purchase requests in a system, follow up on the status and withdraw items from the store and distribute to senior staff
- Closely follow up with the procurement on monthly air time purchase and distribution to staff.
- Request and follow up with the senior staff providing relevant information and data.
Guest Reception and Communication
- Receives internal and external guests
- Scheduling appointments and connecting with concerned units/staff members
- Act as a focal person for answering calls and responding to e-mails from stakeholders and partners as deemed necessary
- Maintain a record of all official communication with external stakeholders, partners, and donor representatives
Documentation
- Organise electronic and hard copy documentation backup, in coordination with the ICT Coordinator
- Closely work with finance to archive sensitive documents
Resource management
- Support & follow up with the storekeeper in managing fixed asset registration. Follow up with the storekeeper both fixed assets and other stationery materials are organized in the mini store.
- Follow up with storekeeper, computers, stationeries, office supplies, asset list, and other stocks are organized and managed in a mini-store
- Provide training materials to team members as per their needs and requests
- Issue equipment and materials required for new staff
- Provide stationeries and other materials for all project staff
- Support the project staff in withdrawing items and sending out items, printed materials to the SPIR II project implantation area and field office
- Work with the store to ensure stocks are properly stored and efficiently used actively participate in annual inventory
- Follow up with the proper service of daily indoor refreshments to senior staff
- Daily follow-up with proper utilization of utilities and report to Admin coordinator.
- Follow up with the janitors and security guards and report to the Admin Coordinator
Knowledge/Qualifications for the Role
Required Professional Experience
- 3-4 years experience in similar roles
- Experience in NGOs & International organizations is an asset
Required Education, training, license, registration, and certification
- Degree graduate in Business Administration, Management, or a Related Field
Preferred Knowledge and Qualifications
- Knowledge of Reception, Gust relation
- Excellent English language skills and excellent interpersonal skills
- Flexible, efficient, and cooperative
- Honest, trustworthy, and respectful
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)
Travel and/or Work Environment Requirement
- Office-based with travel to the field
- Travel: 5% Domestic travel is required
Language Requirements: English
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Applicant Types Accepted: Local Applicants Only