Hello there,
Please find hereunder a Terms of Reference for a job call at First Microfinance Foundation. If interested you may send me off your resume and a cover letter to hassan.mostafa@akdn.org
or call 012 7298 354
Best,
First Microfinance Foundation
Job Description
Job Title: Administrative Assistant
Reports to: Business Development Services Manager
Job Purpose:
To provide all kind of administrative and logistical support to the BDS Manager and BDS centre.
1- Responsibilities: Hereunder, general sets of administrative task where the incumbent is entitled to perform but not limited to the following responsibilities;
Responsibility # 1: Responsible for the management and coordination of all activities related to BDS centre communication and reception area.
• Distribute incoming and outgoing mails & corresponding to departments and offices, including the weekly pouch.
• Maintain and update telephone & address lists/index of BDS internal & external contacts.
Responsibility # 2: Provide administrative support to BDS Manager and BDS centre.
• Maintain and regularly update the filing system for the BDS centre correspondence, management and operational manuals, etc…
• Provide secretarial and administrative services, such as typing English and Arabic documents, copying, filing, faxing.
• Coordinating meetings and mark BDS centre's milestone calendar.
• Translate documents from Arabic to English and vice-versa for non technical and simple documents.
• Preliminary research on the Internet upon request.
• Keeping and distributing BDS centre's stationery, updating the inventory of the stationary items and reordering when needed and receiving the items.
• Assist in the maintenance and up dating of the BDS centre's inventory.
• Answer the phone ,take messages and makes telephone inquiries
• Preparing and completing lists, charts as required.
• Assist in BDS centre's implementation and maintenance of the office filing system.
• Assist in workshops logistics and organization under the guidance of BDS manager.
• Provides back up support for soft files to BDS centre's staff.
• Execute endeavors to accomplish pending tasks.
• Take minutes of meeting during staff reunite.
Responsibility # 3: Perform other administrative tasks as required.
• Perform other duties as needed and requested by BDS manager.
2- Education and Experience:
A- Education
Required: A Bachelor degree in business administration or a relevant field.
B- Experience
Required: 2 year of experience in a similar position related to providing management support
Desired: Successful track record of experience in office management and secretarial competencies.
3- Competencies and Technical Skills:
A- Competencies:
• Stress Tolerance.
• Building Collaborative Relationships.
• Communicating with Impact.
• Customer Orientation.
• Possesses good judgment and ability to set priorities and to organize work efficiently.
B- Technical Skills:
• Strong written and spoken English and Arabic languages.
• Strong English and Arabic word processing skills.
• English/Arabic translation skills
The Administrative Assistant is expected to maintain good working relations with the following:
Internal Relations
• BDS Manager
• Finance & Administrative Manager.
External Relations
• All BDS clientele.
Job Holder:
Signature :
Direct Manager:
Signature :
HR Officer:
Signature
