Administrative Assistant

Duties

• The Administrative assistant on one hand is responsible of the reception and support the secretariat and on the other hand provides logistics support to the office management in order to ensure a working environment in which co-workers can concentrate on the core of their duties. The scope of the activities includes but is not limited to:
• Carry out various administrative tasks such as drafting letters, managing the office front desk, receiving visitors, process phone calls and managing all official communication to guarantee efficient support to the respective intervention
• Organize both internal and external meetings or events by coordinating all the related logistics to ensure the smooth and successful occurrence of the meetings
• Organize national and international missions/trips by elaborating mission orders, managing hotel and flight bookings and all the logistics to enable colleagues to carry out their work even when away from their usual place of work
• Manage office supplies to ensure that they are readily available when needed and are efficiently used
• Ensure that all relevant correspondence and documents that are needed for the business/unit are filed and kept both digitally and in hard copy for supervisors and co-workers to quickly access information looked for

Requisites

• Bachelor’s degree in administration or relevant areas
• Minimum 3 years of relevant experience in managing administrative tasks
• Experience working with bilateral or multilateral organisations, is an additional asset
• Experience working in the domain of (international) development, is an additional asset
• Required skills and knowledge
• Very good communication skills
• Proven ability to exercise a high level of integrity in handling the organisation’s financial and physical resources
• Ability to work and easily adapt in a multisectoral and multicultural environment
• Computer literacy (MS Office suite including Outlook, Word, Excel) is essential
• Proficiency in English and Portuguese is essential (both written and spoken)

Notes

• Only shortlisted applicants will be contacted