Administrative Assistant

Background:
Under general supervision of the ILF Head office in New York and direct supervision of the Administrative and Finance Officer, the incumbent will perform a range of standardized administrative clerical duties as indicated by the requirements and structure of the organization to ensure consistent service delivery.

Description of Responsibilities:

Summary of key functions:
-Provide support to office staff
-Provide administrative support to the Administrative and Finance Officer
-Receive and transmit verbal and written messages to appropriate staff member;
-Keeps and updates records of ILF telephone Directory
-Drafts routine correspondence, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures;
-Makes travel and hotel reservations for ILF international staff.
-Assists senior staff in the area of office management. Arranges for and/or attends meetings on day-to-day administrative matters
-Monitors telecom charges and staff bills, prepares invoices and ensures timely payment of  all personnel bills;
-Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required;
-Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, and provision of photocopies of material from the registry files, as requested by staff;
-Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
-Performs other duties as and when required.


Competencies:
-Demonstrates commitment to ILF’s mission, vision and values;
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
-Acting as a team player and facilitating team work;
-Consistently approaches work with energy and a positive, constructive attitude;
-Remains calm, in control and good humoured even under pressure;
-Demonstrates openness to change;
-Responds positively to feedback and differing points of view;

Qualifications:
-High School Diploma, University degree in Business Administration would be desirable.
-Two years of relevant administrative experience.
-Arabic mother tongue and good knowledge of English language.
-Initiative, good judgment, ability to work under pressure, writes clearly and meets deadlines. Courtesy, discretion and ability to work with people of different national and cultural backgrounds. Ability to use PC’s, operate word-processing equipment and proficiency in Windows (MS Word, Excel);

“ILF is an equal opportunity employer: applications from both internal and external men and women will be considered equally”

Please note that only applications that are under consideration will be contacted.

Please Send your cv to

[email protected]

For more detailed information about ILF please visit our website at www.theilf.org.

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