Job information

I. Major Functions:

Focusing on achievement of programme implementation and administrative management, the Administrative Officer needs to perform varied administrative works requiring initiative and independent judgment. Administrative Officer should be able to work independently under general direction, plan and arrange meeting, administers budget and account expenditures, prepare financial reports, maintains official records, and implements administrative policies. He/ She may have contact with high-level administrative offices requiring use of formal vocabulary, tact, discretion and judgment.

Under the guidance of the Head of Administrative Support and the Head of Climate Change, the Administrative Officer is to ensure the efficient delivery of the following activities:

II. Major Duties and Responsibilities:

Programme Administration and Support 

A. Finance and Budget Implementation:

1. Administer contracts period and payment to partners, network, and service providers;
2. Process routine admin/finance transactions, invoices, and travel support documents;
3. Liaise with the finance department of AIT to ensure that funds are received and disbursed in a timely manner;
4. Compile, review and track financial expenses to formulate financial reports and ad hoc report, according to the format assigned by donors. Ensure completeness of supporting document, expenditures are in lined with the budget and donor requirements, and availability of funds;
5. Assist in project budget construction, revision and administration. Continuous monitoring of project budgets, with preparation of monthly report for internal use. Provide timely advises regarding the use and distribution of funds;
6. Identify operational and financial problems and develops practical solutions;
7. Maintain an efficient and sound financial recording system;
8. Coordinate with auditor as required.

B. Meetings & Logistic support:

1. Prepare a request for staff’s travel authorization and settlement, and follow up for mission report;
2. Assist in the organization of seminars, training, workshops;
3. Support the coordination, maintaining effective communication and relationships with partners, participants, and vendors;
4. Liaise with hotels for various event organization logistics and packages. Ensures reservations are confirmed and appropriate & accurate bills forwarded for further payment process;
5. Liaise with participants regarding travel, visa arrangement, and coordination of the meeting venue and conferencing services;
6. Assist in preparation and send out invitation letter, initial information, confirmation letter & upload to meeting website;
7. Compiles and set up meeting document and publication; prepares name badge, table plate, stationeries;
8. Submit budget of the whole events to request for cash advance;
9. Collect copy of passport, air ticket, visa stamp page for DSA distribution, and travel reimbursement and promissory note settlement.

C. Programme Support

1. Assist programme staff in the preparation and finalization of contract/project documents ensuring that appropriate rules and regulations of the Centre as well as conditions of agreements with donors and the consultants are well perceived;
2. Maintain an efficient filing system, programme document, financial document, and correspondence;
3. Assist in monitoring and compilation of Programme’s KPIs;
4. Perform other tasks as assigned.

Office Administration

D. Office management

1. Demonstrate working knowledge of the Centre policies and procedures;
2. Demonstrate familiarity with rules, regulations, and laws affecting organization;
3. Respond to all inquiries, or directing inquiries without delay;
4. Organize correspondence in priority order; exercises discretion in ordering document for immediate action and forwards pertinent correspondence directly to associates for their attention and follow up;
5. Greet visitors to the office in a friendly and professional manner; seeks to assist visitors and serve as a referral bridge when necessary; provides accurate information to visitors;
6. Provide expert guidance and leadership to junior staff, and new comers;
7. Assist in completion of time attendance and daily leave report.

E. General Administrative Support

1. Manage the filing, storage and security of the Centre document, legal document; updates staff directory, partners contact address, and correspondence controlling log;
2. Coordinate and fix meetings, conferences, teleconferences; confirms all appointment via e-mail and/or telephone;
3. Involve in planning, implementing the procurement plan of office equipment, supplies and services; and maintains inventory list;
4. Arrange transportation, travel, communications, technology support, and provision of service requirements, and coordinate with appropriate service oriented mind;
5. Maintain the meeting room reservations, equipment, and cleanliness;
6. Manage telephone records, checks and distributes incoming fax;
7. Dispatch mails and parcel, and records in incoming and outgoing log sheet.

F. Others Requirements

1. Manage and prioritizes multiple tasks that have been assigned;
2. Maintain timetables and ensures all deadlines are met. Must be flexible and display initiative while working on new tasks;
3. Administrative tasks should be accomplished carefully and thoroughly.

G. Perform other related duties as required

Required Skills and Experience

Education and experience:

• Bachelor degree in business administration, or related experience    
• At least 2 years of relevant experience
• Experience working in a multi-disciplinary and multi-cultural environment 
• Experience in supporting small project teams
• Experience in working collaboratively with team/partners 
• Excellent oral and written communication skills in English

Skills: 

The incumbent must demonstrate the following skills:

• Team building
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Effective written communication skills
• Computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs at a proficient level
• Stress management skills
• Time management skills
• Excellent interpersonal skills
• Attention to detail and high level of accuracy
• Highly effective organizational skills

Personal Attributes

The staff must maintain strict confidentiality in performing the roles and duties of the Administrative Officer. The incumbent must also demonstrate the following personal attributes:

• Be honest and trustworthy
• Be respectful
• Possess multi- cultural awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
• Work well under pressure

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Please do not forget to download your comprehensive resume with complete names, addresses, telephone numbers and email addresses of at least three referees who can speak about relevant experience/abilities, including a short cover letter which explains your suitability for this position (save them all in one file name and download a single file).