Senior Assistant - Administrative Coordinator for Events, (Los Baños, Laguna), Philippines
Closing Date: Thursday, 27 February 2014
More
vacancies from:
Organization
Organization
Country
Field
location
Type: Fixed-term (Renewable), National Posted on 02/06/2014
Apply by
02/27/2014
Location
Philippines (Los Baños, Laguna)
Specialization/Skills
Bachelors degree in Tourism, Business Administration, Management, Communication or any related field.
Basic purpose
Under the general supervision of the Assistant Manager, the successful candidate will provide overall day-to-day secretarial and administrative support to the Organizational Unit Head and team members including monitoring daily activity calendar, maintaining contact details of staff, keeping track of basic office supplies. Maintain filing system and prepare routine responses to regular queries and letters. Monitor budget and expenditure statements.
This position is based at IRRI Headquarters, Los Baños, Laguna, Philippines.
Roles and responsibilities
1. Assist in the coordination of secretarial and administrative activities of the Events, Visitors and Exhibits office
Monitor and maintain daily calendar of activities and assignments of Organizational Unit Head
Facilitate requests related to IT, work orders, meetings, visit requests and materials for publicationsMaintain contact details of all unit/office employeesPrepare purchase requisition requests for supplies and maintain inventory and assetsCoordinate maintenance of equipmentAct as focal point for visitors;Prepare and process travel requests, purchase requisitions, Travel and Miscellaneous Expenses (T&ME), air tickets and visa applications;Prepare answers to routine letters and queries;Coordinate logistics for unit staff travelling to other countries and for visitors coming to IRRI;Providing assistance in logistics for attending workshops, conferences and seminars, including planning meetings and webex sessions;Collate and disseminate information (documents and emails) addressed to the unit within the unit (and country offices) and to visitors.
2. Administrative managementMaintain filing systems , assist in record management (compilation and input of data)Check and record files and process documents including Purchase Orders, Travel documents, schedule of conferences;Maintain database on visits and events;Maintain data bases and gather basic information
3. Internal/external CommunicationAct as focal point for visitors when requiredPrepare routine responses to regular queries and letters; Compose and edit basic documents, including formatting and writing standard letters, memos etcDistribute received information within the team/unit/office and/or to visitors as defined by supervisorAssist in liaising with partners and other units by requesting additional information and sending basic information/invitations as necessarySchedule meetings and visits of collaborators
4. Budget monitoring and reconciliationMaintain petty cashProcess cash advance requestsPrepare bills and charges for servicesCheck purchases against statements, maintain appropriate filesMonitor budget and expenditure statements from established budgets and follow up on any discrepancies
5. Event ManagementProvide basic logistical support for the participation of staff/team members in defined events, schedule diverse appointments, meetings and travel arrangementsAssist in the coordination of events as requested by supervisorWelcome/guide visitor attending IRRI meetings, workshops or training and take care of the logistics for their presenceAssist in general administrative duties for workshops, conferences or seminars organized by IRRI as requested by supervisorArrange accommodation and facilitate local and international missions including visits
6. Perform any other duties as assigned by supervisor from time to time.
Qualification requirements
- Bachelor degree in Tourism, Business Administration, Management, Communication or related field with 1 year of relevant work experience; or
- Two (2) year Secretarial / administrative course with 5 years of relevant work experience.
Skills and Knowledge
- Has basic knowledge of MS Office (Word, Excel, PowerPoint)
- Has good oral and written communication skills, communicates status of work regularly and in a timely manner
- Has good interpersonal skills
- Has good organizational skills
Click the bar below to visit the original announcement on the recruiting organization's website.
0 comments:
Post a Comment