Job Responsibilities

• Your primary responsibilities will include but not be limited to:
• Coordinate project teams’ business travel and activity requirements with courier, accredited travel agencies, car rental companies, hotels and other suppliers, and request for travel advance, in accordance with Finance and Administration policies and procedures;
• Handle logistical arrangements for meetings and workshops i.e., preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participants, request for cash advance, as applicable and necessary;
• Oversee office cleaning staff to ensure safe and healthy environment for project staff. Assist in organizing office common spaces and ensuring the clean and organized maintenance of the office kitchen, reception area, copy room, and conference room;
• Monitor and coordinate requests for office supplies, and maintain office supply inventory to ensure appropriate availability;
• Assist the project and staff in organizing official business appointments;
• Provide support to the project in producing letters and other correspondence. Receive incoming letters and correspondences and direct them to the concerned department;
• Assist in the collection/collation of data or information needed in the preparation of reports, as necessary, including collection and encoding of Attendance Sheets;
• Establish and maintain an efficient filing system of project documents specific to the project according to the established filing system of the Project;
• Coordinate the timely processing and payment of staff travel claims and other transactions with Finance;
• Support coordination for internal and external meetings, such as candidate interviews and client meetings, and receive office visitors;
• Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications in coordination with courier or the Office Assistant;
• Monitor and report any issues with office equipment by identifying and requesting preventative maintenance. Support the proper tracking of project equipment inventory.
• Receive telephone calls and perform reception duties, as needed, in a professional and courteous manner; and
• Perform other tasks as may be assigned by the supervisor.