موسسه همکاری و انکشاف برای افغانستان

دافغانستان لپاره دمرستی او پرمختیا مؤسسه

Administrative Assistant

Vacancy ID:
100236548
Department:
Administration
Location:
Kabul
Duration:
3 years
Contract type:
Fixed-term for 3 years in the first instance
Gender:
Female
Contact phone:
0750
Number of post(s):
5
Reports to:
Programmes Manager
Salary:
1 000.00
Hours:
Full time
Closing date:
Wednesday, July 22, 2015 - 03:30
Contact person:
Yama Mujadidi
Contact email:
yama@oxustech.com

Overview of the role

To provide secretarial and administrative support to research and teaching staff of the SSEE and selected programmes/projects and events, in the manner of a PA and Administrative Assistant role, and to provide general office administration and operational support to SSEE.  Specifically to support the Professor of Environmental Economics as outlined below.

Responsibilities/duties

The responsibilities of the Administrative Assistant can broadly be divided into two categories: those which provide support to activities of the research and teaching staff, and those which provide support to SSEE more broadly, and the smooth running of the offices and facilities.  The balance of demands fluctuates, with the majority expected to be towards supporting the staff. The post-holder must be flexible, and excellent at anticipating workload timings in advance, and managing his/her own workload.

Responsibilities and duties to the research, teaching and administrative staff to include:

These responsibilities and duties pertain to some or all of the Research and Teaching Fellows of SSEE.

  • Liaison by phone, email and correspondence, with the offices of collaborating academics, and non-academic collaborators and partners, and potential partners, such as business practitioners, finance companies, policy actors, and NGOs, requiring an excellent, confident telephone manner and good written communication skills 
  • Being the first line of contact for all incoming enquiries, both in person, by telephone (to SSEE’s main enquiries number) and e-mail, to SSEE and answering queries or referring them to other members of staff as appropriate. This will include advising in regard to enquiries relating to visiting as an academic, attending events of SSEE and related queries
  • Handle meeting logistics, specific responsibility relating to room bookings, including advising on room/conference facilities as appropriate according to the needs of the session/conference/meeting as required by the relevant staff member
  • Organise all travel logistics e.g. transport, insurance forms for staff and academics of SSEE, and co-ordinate travel insurance arrangements, including any required risk-assessments, and assisting with any visa requirements
  • Prepare schedules and materials for meetings and trips
  • Collect receipts and process expense reimbursements for SSEE staff
  • Arrange, where appropriate, reimbursement of travel costs and other expenses to SSEE from external organisations where staff have represented the SSEE

Responsibility to the Professor of Environmental Economics specific tasks to include:

  • Co-ordinate communications (mainly research calls) with internal and external collaborators.  This requires scheduling and setting up conference calls and electronic based meetings.
  • Support the Professor by maintaining his daily schedule of commitments and keeping in daily contact with him to apprise him of all updates
  • Organise all travel logistics e.g. transport, insurance forms for the Professor of Environmental Economics and co-ordinate travel insurance arrangements, including any required risk-assessments, and assisting with any visa requirements
  • Prepare schedules and materials for meetings and trips
  • Collect receipts and process expense reimbursements on a regular basis
  • Arrange, where appropriate, reimbursement of travel costs and other expenses to SSEE from external organisations where he has represented the SSEE
  • Support all administrative requests for support

Events co-ordination tasks to include:

  • Assist in the set-up of meetings and workshops held by Research Fellows at SSEE
  • Assist with external and internal events (conferences, seminars etc.), including but not limited to booking flights, hotels, facilities, catering etc. as required by the Events and Engagement Co-ordinator
  • Venue sourcing enquiries including restaurants, colleges, and accommodation for event delegates and speakers
  • Drafting event and seminar invitations and reminders (under the supervision of the relevant SSEE staff member) via Mailchimp and keeping records of RSVPs
  • Co-ordinate registration details and meeting agendas for attendances at conferences and equivalent events
  • Attend events as and when needed. Time flexibility may be required

Office Management responsibilities and duties to include:

  • Dealing with incoming and outgoing post, including calculating postage rates and selecting the most efficient means of delivery
  • Responsibility for arranging fobs and equipment to specified staff under supervision of the Programmes Manager
  • Manage contacts database(s) or parts thereof, as part of SSEE contacts and development prospects data management and maintain and update some of the SSEE’s email mailing lists under supervision of the Programmes Manager and/or respective staff member or academic
  • Be a point of contact and support for SSEE’s Visiting Fellows and other visitors. 
  • Identify equipment faults and premises maintenance needs, and report them to facilities at SoGE in co-ordination the Programmes Manager
  • Assist with managing IT support logs and requests. Help arrange wi-fi access for visitors, staff, and other colleagues under supervision of the Programmes Manager
  • Contribute to preparing for new staff and visitors, and contribute to induction and orientation
  • Finance and purchasing: ordering supplies and stationery, and maintain basic stocks; order IT equipment and prepare purchase orders
  • Be a contact for matters of mobile phone-based technologies provision to staff, dealing with and forwarding matters to appropriate parties to maintain service provision within the parameters of such provision by the University
  • Various other general office tasks, e.g. post and courier arrangements, general kitchen tasks, help with ordering business cards, and book occasional meeting catering
  • Maintain general orderliness of the office and ensure that all resources, in co-ordination with the Programmes Manager, are provided to ensure maximum productivity and a comfortable working environment
  • Support the administration of SSEE as required by the Director and/or his/her staff

Selection criteria (Essential)

  • Proven excellent administrative experience and organisational skills with good attention to detail;
  • Ability to work effectively under time pressure and to use own initiative;
  • Able to respond to varying and numerous deadlines by prioritising tasks effectively – a systematic, thorough, and well-organised approach to work with the ability to work on a variety of tasks at the same time, including coping with unpredictable volumes of work, busy periods and tight deadlines. Good judgment and the ability to acquire quickly the knowledge necessary to assess and prioritise demand;
  • IT proficient and capable of using various computer packages such as word processing, internet and spreadsheets;
  • Pleasant, outgoing personality with good interpersonal relations, enthusiastic and reliable;
  • Proven excellent communication skills, both written and verbal, with the ability to provide information clearly and accurately;
  • Ability to communicate effectively and clearly at all levels – friendly, approachable and confident when dealing with users of any facilities, as well as being assertive, diplomatic and tactful where necessary;
  • Tact and discretion when dealing with sensitive and confidential information;
  • Good team player who is flexible, unflappable and unfailingly polite with a flexible can-do approach, self-motivation, resilience and a willingness to adapt to the changing needs and priorities in SSEE. A flexible approach to working hours will be required as the post-holder may be asked to work outside normal office hours on occasion in connection with events;
  • The flexbility and composure to handle unexpected situations and on-going shifts in priorities and the ability to problem-solve and use initiative.

 

Selection criteria (Desirable)

  • Previous experience of working in a Higher Education or a research environment;
  • A valid First Aid at Work Certificate

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