Administrative Assistant Individual Contractor
Result of Service
Communication
Editorial
activities
Support
to Meetings
General
Administrative Support
Expected Duration
6 Months
Duties and Responsibilities
Organizational Setting
Responds
or drafts responses to routine correspondence and other communications; uses
standard word processing package to produce a wide variety of large, complex
documents and reports.
Monitors
processes and schedules related to the unit’s outputs, products, and tasks,
where applicable, and assists in the verification of receipt and accuracy of
requisite documents, approvals, and signatures to ensure compliance with
relevant legal, financial, and other requirements.
Researches,
compiles, and organizes information and reference materials from various
sources for reports, work plans, studies, briefings, and meetings/conferences.
Generates
a variety of standard statistical and other reports, and work orders using
various databases.
Proofreads
documents and edits texts for accuracy, grammar, punctuation, and style, and
adherence to established standards for format.
Screens
phone calls and visitors; responds to moderately complex information requests
and inquiries (e.g. answers requests requiring file search), and as necessary,
refers inquiries to appropriate personnel for handling.
Provides
secretarial, administrative, and logistics support to meetings, boards,
committees, and conferences.
Assists
in the maintenance of websites by scanning, converting, and posting a variety
of documents onto the site.
Assists
in the preparation of presentation materials using appropriate
technology/software.
Maintains
calendar/schedules; monitors the change and communicates relevant information
to appropriate staff inside and outside the immediate work unit.
Performs
data entry and extraction functions
Reviews,
records, distributes, and/or processes mail and other documents; follows up on
impending actions.
Updates
and maintains large distribution lists; monitors, prepares, and distributes
various materials, and reports, where possible using electronic formats;
handles arrangement for printing and translation as necessary; coordinates
shipment arrangements, and courier services.
Performs
general administrative tasks (e.g., leave and attendance recording,
arrangements for meetings and other events, reservations, budget follow-up),
including preparing and/or processing administrative requests/documents (e.g.,
requisitions, purchase orders, travel requests, contracts, expenditure
authorizations, visa applications)
Maintains
files (both paper and electronic) and databases for the work unit.
Assists
in providing software and office equipment support.
Guides
less experienced staff on general office processes and procedures, and computer
applications.
Performs
other duties as assigned.
Qualifications/special
skills
Completion
of a high school diploma is required. Supplemental training in administration;
human resources or a related field training is required
A
minimum of three (3) years experience in administration, human resources, or
related areas is required.
Experience
with data extraction and data analysis using Business Intelligence or other
available analytical tools is desirable
Experience
with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is
desirable.
Experience
with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is
desirable.
Languages
Fluency
in written and spoken English Language is required.
How To Apply
Closing Date: 13th
November, 2023
