Responsibilities
Reports and Communication
• Word process all documents and reports;
• Assist Team Leader, managers and other Program team members with correspondence, mail registration and filing;
• Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Head of Operations and Finance;
• Keep all reports filed systematically in both electronic and hardcopy formats.
Coordination and Logistics
• Ensure all project administrative activities are coordinated effectively;
• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events;
• Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits, counterpart visits;
• Provide administrative support to team members
• Review supplier contracts and contracts for terms and conditions.
Scheduling and Meetings
• Coordinate meeting arrangements, including informing team members, booking meeting rooms and keeping management/staff calendars updated;
• Track staff travel and leave plans and records to ensure all staff members are kept informed of team location and availability;
• Schedule and coordinate vehicles and drivers, including driver booking schedules;
• Support the Head of Operations and Finance with time sheets.
Front Desk
• Answer and forward calls efficiently and professionally and check general voicemail;
• Receive visitors in a professional manner;
• Maintain office supplies inventory, including toner for office equipment (printers, fax, photocopiers) as well as kitchen supplies;
• Record and prepare minutes from staff meetings.
About you
• Minimum 1 year of experience in a similar role.
• Fluent in Mandarin (written and spoken) and full working proficiency in English (written and spoken)
• Advanced Microsoft Word Skills, with a particular focus on formatting functions (e.g. Section breaks, table of contents, inserting PDF’s, etc.);
• Advanced filing skills (both electronic file management and hardcopy filing protocols);
• Quality (accurate, precise, thorough, complete, attention to detail);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Helpfulness / positive attitude / diplomacy;
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance / punctuality.
Job Types: Full-time, Part-time
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