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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