The Office Secretary processes invoices, supports the coordination of meetings and conferences, maintains and organizes physical and electronic documents, and performs other basic office duties.
With guidance from the supervisor and other team members, develops correspondence (reports, letters and other documents) intended for both external and internal audiences and photocopies documentation as needed
Develop/update meeting calendars and make arrangements for within office meetings or meeting with partners
Supports the coordination of team meetings and external meetings, and assists with the development of work plans to carry out project-related tasks
Assists in the packaging and disbursement of project related materials to the field office.
Assists with the preparation of travel arrangements and Visas for Ipas office staff and submits documentation for review
Ensure statutory payment/checks are delivered to the respective Government agencies
Works with the designated program/admin associate to oversee the work of the contracted office cleaners so as to ensure general office cleanliness
Facilitates conferences by booking travel arrangements and hotel accommodations, prepares materials as necessary
Monitors kitchen stock level and ensure timely replenishment
Maintains office supplies inventory and liaise with the relevant persons where replenishment is needed
Provide administrative assistance to technical leads within their area of responsibility- finance, health system, R&E and/or policy
2-3 years general administrative or office support experience.
Computer skills – ms office, multimedia, outlook
Experience with use of databases
Well-organized, with ability to track multiple projects and deadlines
Ability to work successfully in a cross-cultural, team-based, global environment
Excellent written and verbal English language skills