ADMINISTRATIVE ASSISTANT

Company: Institute of Human Virology

Job Type:
Full-time

Sector:
Administration & Office Support

Location: Port-au-Prince, Haiti

Start Date: March 16, 2015

Posted On: Feb 16, 2015

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ADMINISTRATIVE ASSISTANT at Institute of Human Virology

Job Description:

The University of Maryland-Baltimore/Institute of Human Virology (UMB-IHV) office in Haiti is currently looking for an Administrative Assistant to provide administrative and support services in order to ensure effective and efficient operations. The project is based in Port –Au- Prince.

RESPONSIBILITIES
The Administrative Assistant reports to the Executive Program Assistant and provides administrative and support services to various staff members.
1. Provide administrative support to ensure that operations are maintained in an effective, up to date and accurate manner
Main Activities:
• Draft correspondence, reports and documents
• Maintain office files
• Manage incoming and outgoing mail
• Serves as administrative support in the procurement of goods and services for the office and its partners
• Proofread documents
• Translate small documents (up to 3 pages) between French, English, Creole
2. Provide support to the Management to facilitate implementation of activities:
Main Activities:
• Maintain confidential records and files
• Maintain records of decisions
• Draft / Prepare correspondence for staff members
• Draft / Prepare documents and reports
• Schedule meetings
• Provide logistics for meetings
• Take notes at meetings, draft and distribute minutes in a timely manner

3. Provide receptionist services
Main Activities:
• Greet and assist visitors
• Answer phones; Direct calls and respond to inquiries
4. Perform other related duties as required

Job Qualifications:

SKILLS
The candidate must demonstrate the following skills:
• excellent interpersonal skills
• effective verbal and listening
• Communications skills
• attention to detail and high level of accuracy
• very effective organizational skills
• effective written communications skills
• computer skills including the ability to operate spreadsheet and word-processing programs

PERSONAL COMPETENCIES
The candidate must also demonstrate the following personal attributes:
o be honest and trustworthy
o be respectful
o possess cultural awareness and sensitivity
o be flexible
o demonstrate sound work ethics
Environmental Conditions
The candidate is located in a busy, open area office. The candidate is faced with constant interruptions and must meet with others on a regular basis.
QUALIFICATIONS:
• Diploma from a recognized secretarial school in Haiti.
• Minimum of 3 years of experience providing secretarial support to staff. Experience in a non-governmental organization is a plus.
• Communication: Able to work and converse efficiently with all levels of colleagues, clients and other external contacts
• Computer: proficiency in Microsoft Office applications
• Proven experience as a note taker, making logistics arrangements for staff, and supporting office operations is highly desired
• Fluent written and spoken English proficiency
• Fluent written and spoken French and Creole proficiency

Disclaimer Clause: This job description is not an exhaustive list of skills, effort, duties and responsibilities associated with the position. Additional roles and responsibilities are at the discretion of the supervisor of this position.

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