Admin Assistant (Secretary) at CARE

Job Summary

• As part of the CARE administration team, the Admin Assistant position undertakes and completes all administration tasks and requirements, provides support to staff, to programs, and to implement administration team projects.
• The position will report to the Admin Officer but will support the CARE management team as well.

Key Responsibilities

• Answering telephone, taking the messages, greeting guests, handling inwards and outgoing mail and faxes, making international phone calls and make sure of recording all the mails & faxes in daily record books
• Maintain and update all CARE contact list (staff contact, donor and partners)
• Keep record of stationary usage for monthly orders (photocopy paper, flipchart paper, stationary for workshops and for the office)
• Record all mail and faxes in a daily record book
• Update information on staff attendance
• Provide back-up support to the program support staff in general office work
• Maintain and organize stationary cabinet, replenishing it as needed
• Make sure that all forms in the pigeon holes are always available and updated
• Archive and maintain library
• Type documents and input data as required
• Photocopy and bind documents as required
• Assist the Administrative Officer in organizing supplies needed for the events (stationary, refreshments, lunch, etc.)
• Ensure a clean and efficient working area and ensure a cooperative and supportive working environment
• Perform other duties as assigned by supervisor

Qualifications

• Bachelor’s degree in Business Administration or equivalent field OR a combination of education and work experience.

Required Skills and Experience:

• Experience in handling office administration
• Experience in filing and safeguarding important documents
• Experience to manage and reconcile petty cash
• Ability to learn quickly and by him/herself, good written and oral communication skills
• Good interpersonal skills and strong team player
• Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.