Administration Officer

Type de contrat Durée du projet
Date limite de depot 10/01/2019

Context

Counterpart International helps people build better lives and more durable futures, community by community. We equip individuals, organizations and communities-our counterparts-to become solution creators in their own families, communities, regions and countries to tackle social, economic, environmental, health and governance issues. In Senegal Counterpart since 2001 implements among others an integrated school feeding and nutrition project "McGovern-Dole International Food for Education and Child Nutrition" financed by US Department of Agriculture (USDA) named Sukaabe Janngo (Children of Tomorrow) (2018 - 2022) and a complementary project to support local food procurement entitled Transition of Food in School Canteens in Senegal (TACSS). Both projects will be implemented in the Saint-Louis region

Description

Counterpart International is seeking an Administration Officer for its USDA funded McGovern-Dole Food for Education and Local Regional Procurement programs in Senegal. With support and under the supervision of the HR & Administration Manager, the Administration Officer will act as the point of contact for all employees, providing administrative support and managing their queries. Ultimately, he/she should be able to ensure our administrative activities run smoothly on a daily and long-term basis. The Administration Officer will be responsible for CPI Dakar's office administrative support tasks and will have to supervise the office's drivers. With great experience in office administration, he/she will assist the Senior Director of Finance and Administration to ensure that the office is managed effectively and according to Counterpart procedures, as well as USDA & or USAID rules and regulations. This position is based in Dakar and open to local candidates only.

Activités principales

  • Coordinate with all Counterpart staff, including Dakar staff and field staff, in administrative and logistic support tasks;
  • Coordinate office transportation arrangements and dispatch office drivers/vehicles on a daily basis to ensure the appropriate utilization of transportation resources to best meet the office business needs
  • Assist expatriate staff’s relocation by providing logistical support in the process of house hunting, shipping & customs clearing, vehicle registration & insuring and obtaining driving license
  • Welcome guests and answer the phone and provide guidance for external and internal communication
  • Develop and monitor a correspondence system with reference structure;
  • Performs tasks related to data entry and provides assistance with filing, archiving and disposition of documents when needed
  • In charge of writing the minutes of the meetings and gathering the reports of the office
  • Manage office supplies stock and place orders
  • Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules
  • Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
  • Write letters and documents according to management requirements and manage common electronic files on the network
  • Maintain and update organization databases
  • Organize a filing system for important and confidential organization documents
  • Answer queries by employees and partners
  • Update office policies as needed
  • Maintain an organization calendar and schedule appointments
  • Book meeting rooms as required
  • Distribute and store correspondence (e.g. letters, emails and packages)
  • Prepare reports and presentations with statistical data, as assigned
  • Arrange travel and accommodations
  • Schedule in-house and external events
  • Prepare and organize meetings, workshops and training programs in relation to the various component officers & managers
  • Other duties as assigned by the line Manager

    • profile

    Le profil recherché pour occuper le poste de Administration Officer

  • Formation : Bachelor's degree in Management, Business Administration, Communication & public relations or any other related field, failing this, he must be able to demonstrate at least 10 years of professional experience;
  • Expérience requise : A minimum of five years of experience in office management, preferably in the NGO sector;

    • Compétences techniques

  • Proficiency in word processing, spreadsheet, database, presentation, and Internet
  • applications Microsoft office suite highly desirable
  • Ability to work with a minimum of supervision, exercise judgment, meet deadlines and work under pressure
  • Ability to translate and interpret from English into French and vice versa
  • Honest, meticulous, transparent, responsible
  • Having an ethical and critical way of thinking
  • Excellent written and verbal communication skills
  • Strong organization skills with a problem-solving attitude
  • Able to organize and manage large amounts of files, tasks, schedules and information
  • Fluency in English and French

    • Administration Officer

    Type de contrat Durée du projet
    Date limite de depot 10/01/2019