Admin Intern at PACT

Position Summary: Supports general office functions including administrative, logistics, procurement and maintenance of assets. She/he helps ensure that office communications run smoothly, both internally, with beneficiaries and the general public.

Duration: 9 months

Responsibilities:

• Take all incoming calls, routing them efficiently and taking/delivering messages in a timely and professional manner.
• Handle visitors, directing them to appropriate staff in an orderly manner (properly alerting staff).
• Provide program and Pact information verbally and written to visitors and in response to phone/mailed requests.
• Assist visitors, conference/workshop/meeting participants in providing for materials, refreshments and other needs.
• Open, sort, and distribute mail (including express mail) and ensure timely and appropriate routing to staff.
• Ensure that outgoing mails are logged/registered and delivered by drivers, including express mail.
• Preserve office records by filling  all correspondence in the adequate folders
• Reserve and keep detailed records of conference room usage/bookings ensuring that there is no clash for all staff activities/meetings.
• Take minutes and attendance during the general staff meetings and circulate previous minutes of meetings to all staff.
• Provide general support to the operations unit and undertake any other duty as assigned by supervisor.
• Assist in staff and visitors’ travel management.
• Provides support in organizing travel and stay (hotel reservations) for project staff
• Support the office with printing, copying and binding of documents for official use.
• Ensure general filing of documents.
• Any other tasks assigned by supervisor

Minimum Qualification:

• Bachelors Degree  in Administration, Social Science or any related field.
• 1 year experience in similar role .
• Ability to communicate in English, is desirable.
• Proficient in the use and application of Microsoft office and telephone protocol.
• Ability and willingness to learn and advance on the job.
• Ability to meet deadlines and work under pressure.