Administrative Secretary

1. Reception
• Welcome visitors and suppliers
• Answer incoming phone calls
• Dispatch/ answer general queries from the Programme stakeholders
2. Administrative tasks
• Stamp outgoing mail and dispatch incoming mail.
• Office supplies : manage stock, place orders and check invoices
• Assist the Finance unit in the processing of payment claims
• Assist the Project Development unit in the processing of calls for proposals
• Coordinate translation projects, liaise with translation company and proof-read translated documents
• Take care of general administration needs in coordination with Administrative officer and Com/Admin
officer: logistics of Programme meetings (Monitoring and Steering Committees, Auditors, Lead
Partner Seminars…), HR related tasks (update of various excel tables related to holidays, lunch
vouchers), update of orders/invoices related excel table, running of office…
3. Travel arrangements
• Organise the team travel : liaise with the travel agent, search for accommodation, check invoices
4. Assistance to Programme Director
• Assist in the management of diary and in the organisation of Outlook inbox
• Arrange travel
• Prepare expense claims
• Set up (tentative) meetings
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