Administrative officer
Description
Save the Children, Cote d’Ivoire Program is seeking anAdministrative Officerfor the REVE PROJECT financed by PEPFAR USAID, for (01) Year with possible extension, based in Abidjan.
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Requirements
Proven experience working in an administration or operational role.
Proven office organisational and file management skills, strong ability to multi-task
Demonstrated high computer literacy: particularly with programmes in Microsoft Office/cloud computing.
Understanding of computer software programs and excellent IT knowledge and skills including networking, databases, email etc.
Demonstrated experience of working in a culturally and linguistically diverse environment showing sensitivity to people from English speaking backgrounds.
Understanding of and ability to work with policies and procedures of an organisation.
Well-developed writing skills.
Good personal skills such as: communication; teamwork; self-motivation; demonstrable initiative and attention to detail.
An ability to prioritise, plan and organise work in a busy environment.
An understanding of health and safety issues in the workplace.
Willingness to work flexibly in response to changing organisational requirements.
Knowledge of another language in addition to French, especially English will be an advantage
Responsabilities
To provide administrative support to the REVE staff specially the COP, DCOP, Finance/Grants Compliance Manager, M&E Director To undertake office telephone reception, including taking messages for the staff.
To operate manual and computerised office systems, for example filing papers and maintaining databases.
To undertake general office duties, for example:
dealing with DHL, faxes and internal and external e-mail enquiries;
drafting and sending standard letters on behalf of the COP or DCOP;
photocopying and collating papers and mailings;
arranging for documents to be printed/bulk printing arrangements;
Monitoring stocks of basic items, for example stationery, paper, toner etc.
ordering stationery, periodicals, books, equipment and other items
arranging travel and hotel accommodation on a frequent basis
liaising with suppliers and maintaining excellent professional relationships externally
In liaison with the SC Admin Officer to maintain and review all REVE insurances, service contracts and agreements.
To assist the COP and DCOP with maintaining Health and Safety standards and identifying any hazards or risks.
With SC Admin Officer, to hold the budget for routine stationery and office supplies, and to ensure that REVE achieves best value for money on these purchases, travel and hotel bookings.
Developing and overseeing shared diary and planning systems, central filing system, and intranet and publications library.
To act as Fire Warden and/or First Aider if required
To liaise with SC Admin Officer with regards to events/booking of meeting rooms; maintain excellent working relationships with other organisations in building.
Lead the operational, organizational aspect of the preparation of External/Internal Meetings and Events – for example to ensure that attendance list is always available
To assist with the organization of conferences, seminars and other events on behalf of REVE. This includes:
arranging dates and venues;
arranging refreshments and other requirements;
Taking bookings and dealing with enquiries from conference delegates.
To assist with the taking of minutes and notes at meetings.
To assist with the organization of REVE and Staff meetings This includes
To provide administrative support to the REVE Team and Staff meetings
Co-ordinate all papers including drafting the agenda and ensuring that all papers are prepared on schedule, and conform to the highest standards
To ensure that each REVE meeting is properly set up with catering and IT/external Comms support where necessary
Take and produce the minutes of both the Board and the Staff meetings.
To be the first point of contact for the COP and the DCOP and keep their diaries/arrange meetings if advised
To perform secretarial functions, including drafting and typing letters, memos and other documents
