Administrative Support Specialist

Job Posting Organization:
The organization is dedicated to providing humanitarian assistance and support in various sectors, including health, education, and emergency response. Established to address the needs of vulnerable populations, it operates in multiple countries, focusing on delivering aid and fostering sustainable development. The organization employs a diverse workforce, comprising professionals from various backgrounds, and emphasizes collaboration and community engagement in its mission.

Job Overview:
The Administrative Support Specialist plays a crucial role in ensuring the smooth operation of the office by providing comprehensive administrative support. This position involves arranging appointments for the supervisor, managing visitor interactions, and handling telephone communications. The specialist will also be responsible for responding to routine information requests and providing logistical support for meetings, committees, and conferences. The role requires a proactive approach to managing incoming mail and correspondence, ensuring timely follow-up on pending actions, and drafting responses to standard communications. The specialist will utilize word processing software to produce complex documents and reports, ensuring accuracy and adherence to established standards. Additionally, the role includes initiating administrative tasks within computerized systems related to finance, travel, and human resources, as well as making travel arrangements and preparing necessary documentation for staff travel. The specialist will also assist in processing vacancy notices and contracts for consultants, conduct research, and organize information for reports, presentations, and databases, while maintaining both electronic and paper files.

Duties and Responsibilities:

• Arrange appointments for the supervisor and manage visitor interactions.
• Place and screen telephone calls, responding to routine requests for information.
• Provide office, administrative, and logistics support for meetings, committees, and conferences.
• Review, record, distribute, and process incoming mail and correspondence, following up on pending actions.
• Draft responses to standard correspondence and other communications.
• Utilize word processing software to produce a variety of large, complex documents and reports.
• Proofread documents for accuracy, grammar, punctuation, and style, ensuring adherence to established standards.
• Initiate general administrative tasks in computerized financial, travel, and human resources systems.
• Make travel and hotel arrangements and prepare travel authorizations and claims for staff as required. 1
• Assist in the administrative processing of vacancy notices and consultants' contracts. 1
• Research, compile, and organize information and reference materials for reports. 1
• Create spreadsheets and presentations, managing and updating databases for mailing lists and other information. 1
• Maintain electronic and paper files. 1
• Perform other duties as assigned.

Required Qualifications:

• High school diploma with four years of relevant experience; or a Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and the ability to organize paperwork methodically.
• Discretion and a client-oriented approach, with patience and a willingness to learn new skills.
• Prior work experience with international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting is an advantage.

Educational Background:
Candidates must possess either a high school diploma with four years of relevant experience or a Bachelor’s degree in Business Administration or a related field from an accredited institution, accompanied by two years of relevant professional experience. This educational background ensures that candidates have the foundational knowledge and skills necessary for effective administrative support.

Experience:
Candidates should have a minimum of two years of relevant professional experience if they hold a Bachelor’s degree, or four years if they possess only a high school diploma. Experience should include proficiency in Microsoft Office applications and familiarity with administrative tasks in a professional setting. Prior experience in international humanitarian organizations or similar environments is highly desirable, as it indicates the ability to work effectively in diverse and dynamic contexts.

Languages:
While the job description does not specify mandatory languages, proficiency in English is typically expected in international organizations. Additional language skills may be considered an asset, particularly in languages relevant to the organization's operational regions, enhancing communication with diverse stakeholders.

Additional Notes:
The position is likely to be full-time, with a focus on providing essential administrative support within a structured office environment. The role may involve working with international teams, and candidates should be prepared for a collaborative and multicultural work atmosphere. Compensation and benefits details are not specified in the job description, but candidates can expect competitive remuneration in line with industry standards.