Ref: Fllcoa/Piu/Sa/2019-20
Job description
The objective of this assignment is to support office coordination and logistics at the PIU.
Responsibilities
Assist the Program Coordinator to make and implement administrative decisions based on a broad un- derstanding of relevant policies or operational requirements at the PIU;
Supervise the work of support staff (executive assistant, drivers, messengers, and security);
Schedule use of vehicles, meeting room and office equipment;
Develop and maintain records management systems (manual and electronic) to ensure efficient and sys- tematic control of the creation, receipt, maintenance and use of documents;
Maintain personnel files and records and staff leave roster;
Implement systems to ensure the physical security of office premises;
Maintain and replenishes the inventory of office supplies;
Ensure proper functioning of computer equipment and networks by taking regular back-up of files, recording problems and referring them to the firm(s) responsible for equipment and network mainte- nance:
Liaise with suppliers of goods and services to the PIU;
Arrange and coordinate special projects and events, conferences, workshops, office activities, committee and staff meetings;
When required, assist in the preparation of the procurement documents; making necessary follow up in the process for procurement of goods and services; follow up on payments due under procurement contracts and help prepare necessary documents for payment;
Maintain a proactive calendar for the Program Coordinator and senior staff;
Screen, filter, prioritize and ensure response to internal and external correspondence for the PIU;
Prepare reports, memos, letters and either documents requested by the Program Coordinator or senior staff;
Prepare and follow-up all travel arrangements for PIU staff members;
Carry out any other assigned duties related to
Qualifications
University degree in Business Administration, or a related
Minimum four (4) years of experience as Office Administrator or Executive Assistant or Senior Exec- utive Assistant or Office Manager in a busy office
Experience with public sector is an
Experience in Human Resource
Competency with MS Office Applications, hands-on IT experience and basic IT troubleshooting
Excellent knowledge of English spoken and
Excellent organizational, communications and writing
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