Administrative Assistant

– Manage and update communication list for all IMC (bills, invoices).
– Order office supplies and prepare PRs, WOs related to admin or/and Main Office include but not limited to beverages, cleaning and sanitization materials.
– Work closely with senior admin officer for the maintenance, repair, and replacement of office equipment and furniture.
– Follow up and Check all bills and invoices for Cash Advance (CA).
– Responsible for pest contract for all IMC premises and expats.
– Assist senior admin officer in inventory of office stock and warehouse.
– Assist the front office when needed.
– Responsible for cleaners; daily cleaning check lists.
– Responsible for premises insurance for all IMC sites (PRs, inventory) and follow-ups with the insurance broker with all pending issues.
– Assist senior admin officer in preparing premises contracts and register them with municipalities’.
For International Staff:
– Assist Admin department in reservations and hotel booking, plus transportation and travel reservations outside the country.
– Other relevant duties as assigned by direct supervisor.

– Excellent verbal and written communication skills.
– Good negotiation and listening skills.
– Courteous communication with public, verbally and in writing.
– Customer service oriented.
– Ability to apply various IMC administrative rules and regulations in work situations.
– Excellent organizational and planning skills.
– Skills in evaluating facts or situation to determine appropriate action.
– Skills in the operation of a variety of office machines such as telephones.
– Preferable previous experience in the field of humanitarian organization or/and NGOs.
– Ability to work effectively with a range of personality types and seniority levels.
– Organizational awareness of NGOs structures, goals, policies and procedures.
– Able to work within a team of nationals and expatriates.
– Knowledge of the office procedures, practices and etiquette.