ITTE Interim - Entreprise

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

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 staffâ€™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