Job title: Administrative Assistant
Project: Promoting and Strengthening Justice in the Democratic Republic of Congo Project “ProJustice Project”
Reports to: Component Two Leader
Type of contract:Fixed-Term
Location: Kinshasa and other locations within the Democratic Republic of Congo
Duties and Responsibilities
1. Assist ProJustice Component or Training Team with administrative duties as requested.
2. Create and modify documents and presentations using Microsoft Office.
3. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
4. Maintain hard copy and electronic filing system.
5. Maintain records of in-coming and out-going documents.
6. Update and maintain mailing lists.
7. Obtain quotations for project procurement; quotations should meet contracting procurement requirements and should be coordinated with the Operations Manager.
8. Setup and coordinate activities relating to meetings and conferences.
9. Record meeting minutes.
10. Assist with logistics for seminars and other events (request offers, rental equipment, and interpreters)
11. Copy, assemble and distribute packets for meetings, workshops, etc.
12. Coordinate travel and lodging accommodations the team.
13. Maintain inventory of project procured commodities.
14. Provide information in response to visitor or telephone inquiries utilizing personal knowledge of the project, organization, functions, programs and services.
15. Call the appropriate office to obtain information on specialized, technical, or political and press related questions.
16. Arrange travel, transportation and accommodation for visitors and consultants.
17. Assist program staff as requested.
18. Monitor check in/checkout of camera, laptops, phones, and other project equipment etc.
19. Manage project and training documentation according to DPK filing system.
20. Maintain/update the meeting calendar; keep duly informed participants in meetings about updates, changes, cancellations.
21. Perform data entry.
22. Conduct research as requested by ProJustice Component 2 Leader.
23. This job description may be amended with some specific roles and responsibilities by the Component 2 Leader as those are defined and delegated.
24. Other duties as assigned by the COP
Qualifications
1. A university degree in Administration, Law, or related fields
2. Prior work experience with international organizations/NGOs or projects with a preponderant use of English
3. 2+ years of professional experience as an administrative assistant.
4. Excellent Excel skills
5. Ability to work under stress, some overtime including some weekends
6. Ability to meet strict deadlines
7. Congolese citizenship
How to Apply
Interested candidates are requested to submit CV, cover letter, pay stub from current or previous employment, and references to [email protected]. Please be sure to reference the Job Title in the email subject line. No phone calls, please.
Deadline: August 14, 2010 at 12H00.
