Office Administrative Assistant
Office Administrative Assistant
The Office Administrative Assistant (OAA) will be responsible for providing administrative assistance to COINs Project Unit and management and day-to-day liaison with counterparts. He/She will provide comprehensive secretarial and administrative/financial support to the Project Manager and other key staff of the Project Unit including the Advocacy and technical lead the country coordinator, and the M&E officer. Day to day tasks include ordering office supplies and equipment, overseeing maintenance of office equipment, managing the agenda of the project manager, drafting correspondence, responding to communications, translating basic texts, taking of minutes, managing the offices petty cash, processing administrative requests to the head office in Villas Agricola, uploading information to the website and other social media, assisting with the logistics of programmed activities assisting with basic procurement procedures and any other activity related to the administrative functioning of the office. The Project Administrative Assistant carries out his/her functions under the direct supervision of the Director of Projects at COIN.
Monitor budget and financial expenditures of the Project Unit and act as administrative liaison with the administrative/financial department in the Villas Agricola office process direct payments and advance requests for the office and follow through with the financial/administrative department at head office. Liaise with head office on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of the COIN handbook and procedures.
Be responsible for day-to-day project correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken.
Assist in preparing evaluation reports, annual project reports, and projects files. Prepare minutes of project meetings. Prepare all documentation for processing of administrative/financial requests.
Assist in preparation of Project Unit activities, render logistic support.
Collect and analyzes data, prepare and briefs, records and other documents on project implementation and HIV/AIDS policy and response. Provide inputs for publication materials and collect information related to the different projects.
Liaise with project counterparts on financial and administrative issues related to day-to-day implementation of project activities.
Supervise the cleaning and smooth functioning of the Merino Office liaise with cleaners and other contractors to maintain and upkeep the office space
Perform other duties as determined by the Director of Projects.
Professionalism - Knowledge of the NGO sector. Demonstrated organisational skills and attention to detail. Demonstrated ability to manage processes and maintain accurate records. Ability to work independently and to maintain flexibility in working hours. Planning and Organising Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines. Teamwork Good interpersonal skills ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with counterparts. Communication Ability to write in a clear and concise manner and to communicate effectively orally.
University degree in public health, social sciences, public or business administration or other related area.
At least 1 years of administrative assistance experience, of which preferably experience in providing assistance in office management and administration.
Fluency in written and spoken Spanish with good working knowledge of English. Ability in French is an additional asset.
Computer literacy (Microsoft Office, Lotus Notes, Internet) is essential Familiarity with financial and administrative processes within an NGO context is regarded as an asset.
• Nivel académico de Estudiante Universitario
• 1 ó más años de experiencia
• Inglés: lee y conversa con cierta fluidez
• Otros: French is an additional asset
• Requiere residencia actual en República Dominicana
Please include in the subject line of your email the title of the position you are applying for Office Administrative Assistant.