Administrative Assistant (National Hires Only)
Facilitate efficient operation of the assigned department.
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Overview
Facilitate efficient operation of the assigned department.
You have:
- University Studies/ Higher Education in Public Administration, Business Administration or any other related course.
- At least 2 years of experience in a similar position preferably in an international organization.
- Excellent verbal and written communication skills in French and English.
- Results-based approach to planning and prioritizing administration activities.
Job Description
The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety
of clerical and administrative tasks.
Main Responsibilities
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, send faxes, scan documents.
• Register, track and file all incoming and outgoing physical correspondence.
• Assist the Department Manager in travel arrangement, conference venue reservations, meeting arrangements, visa request, accommodation reservations for staff, and visitors.
• Maintains a system for recording expenses and the use of petty cash.
• Ensure maintaining and updating inventory (supplies and assets) records.
• Ensure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the office.
• Ensure that all bills are paid on time: office rents, water, electricity, communication, internet, house rents, tuition fees for expatriate staff, and liaise with the service providers.
• Follow up on expatriate visas and work permits and systematically request renewals.
• Provide support to expatriates for flight reservations (R&R, Annual leave, Home leave), hotel bookings, accommodation, relocation matters…
• Perform any other related duties as requested by the supervisor.
Job Requirements
• University Studies/ Higher Education in Public Administration, Business Administration or any other related course.
• At least 2 years of experience in a similar position preferably in an international organization.
• Office administration experience
• Ability to develop and maintain good working relations in a diverse and multicultural environment.
• Results-based approach to planning and prioritizing administration activities.
• Detail-oriented, organized, and able to handle multiple tasks at once
• Strong interpersonal skills, ability to interact effectively with partners, relevant stakeholders and person-nel associated with the regional office.
• Excellent verbal and written communication skills in French and English
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to carry out responsibilities independently with minimal technical support.
IRC and IRC employees must adhere to the values and principles contained in the IRC WAY (Standards of Professional Conduct). They are Integrity, Equality, Service and Accountability. In accordance with these values, IRC operates and makes policies on the protection of beneficiaries from exploitation and abuse, child protection, workplace harassment, financial integrity, and retaliation.
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Qualifications
Potential interview questions
| Can you provide an example of how you handled a busy administrative workload? | This assesses your ability to manage multiple tasks and priorities. | Describe a specific situation where you successfully managed competing responsibilities. |
| How do you handle communication with diverse teams? | The interviewer wants to understand your interpersonal skills and cultural competence. | Pro members can see the explanation. |
| What strategies do you use to maintain organization within your workspace? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe a time when you had to resolve a conflict in the workplace. | Pro members can see the explanation. | Pro members can see the explanation. |
| How proficient are you in Microsoft Office Suite, and how do you use it in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
rescue.org
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