Location: Yerevan, Armenia
Category: Administrative Job
Type: Full Time
Deadline: 14-Dec-18 12:00:00 AM
Salary:
Description
Responsibilities
Responsibilities:
- Assisting the office management and the project team to render administrative functions assuring the implementation of project activities and achievement of project objectives
- Any other responsibility by assignment from the superior Tasks: 1. Management of internal and external communication processes:
- Answering phone and preparation of phone calls
- Taking minutes in internal and external meetings in English or Russian, as agreed with supervisor
- Preparing and sending email and mail messages to various recipients
- Handling post mail communication (in-box / out-box);
- Preparation of informational materials for the team (i.e. for meetings or workshops etc)
- Creation and maintenance of an address file with contacts 2. Rendering hospitality services for guest and visitors to the office and the project:
- Receiving and accommodation of guests
- Preparation and provision of water, tea, coffee, small snack
- Removing and cleaning of dishes and cutlery
- Help preparation of visitor programmes, draw up travel schedules; organise transport and logistics for guests and consultants 3. Rendering non-complex procurement services:
- Preparation and conducting of market research for procurement
- Conducting small procurement of services and goods (below 1000 EUR: direct awarding): (a) with vendors for cash expenses and (b) through online procurement
- Preparation of contracts for service and good delivery 4. Rendering translation services:
- Orally in the context of meetings English-Armenian-Russian
- In writing texts English-Armenian-Russian 5. Managing hotel services, venue reservation and events:
- Reservation and management of accommodation for participants and trainers/facilitators
- Reservation and management of workshop venues
- Support organisation and implementation of trainings, events, workshops and seminars within or outside the project (i.e. reception of participants, housekeeping, logistics etc);
- Media response documentation of events conducted with the support of SBFIC 6. Handling business travel (BT) and leave request processes:
- Supporting preparation of BT application documents compliant with SBFIC and Armenian regulations
- Supporting BT accountability according to SBFIC regulations
- Reservation and booking of travel tickets and accommodation
- Filing of BT requests and leave requests of project staff 7. Maintenance of office furniture and quality of premises:
- Identification and coordination of repair measures for furniture, office premises and safety aspects 8. Contributing to the team work of the project:
- Supporting project implementation in necessary manner to assure conducive team work
- Stand in for other team members (i.e. other Administrative Assistants) in time of their absence
RequiredQualifications
- Academic graduation in a subject of relevance (i.e. linguistics, business management etc)
- Proficient work experience of minimum 3 years in similar functions with international organisations
- Excellent communication competences and service orientation for clients and customers
- Comprehensive competences to use IT applications (MS Office Package: Word, Excel, Outlook, PowerPoint etc)
- Stress resilience and team player mind-set
- Language skills in writing and speaking: professional English and professional Russian are required; good German language skills (speaking) are a strong advantage
- Willingness to develop further and taking on new tasks and challenges within the project team
Benefits
Job URL: iJob.am - Administrative Assistant @ SBFIC Representative Office in Armenia
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