Administrative AssistantRTI International

Administrative Assistant
Sustainable Interventions for Biodiversity, Oceans, and Landscapes (SIBOL) Activity
Job Summary:
The Administrative Assistant is responsible for overall office administration of the project. S/he will collaborate closely with the Human Resources, Procurement, Logistics, and Finance Manager to provide support and assistance as needed. S/he is responsible for overseeing daily office cleaning and maintaining office supply stocks. S/he will word process general correspondence, answer phone calls and perform other administrative duties as needed.
Responsibilities:
Office Maintenance and Administration
Ensure up to date office lease contracts, registrations and utility bills payments
Maintains cleanliness of the office premises by ensuring COVID19 protocols are being followed
Ensures safety and security of the office premises including ensuring up to date extinguishers, well maintained electrical and structural functionalism
Tracks staff headcount in the office ensuring its alignment COVID19 protocols
Conducts and maintains office supplies
Reception Area Management
Daily Register: Maintain Daily Sign-In and Sign-Out Register for all project Staff
Receive and distribute messages from telephone/email as appropriate, taking clear messages and passing these promptly to the appropriate member of the team using judgment of urgency
Receive and record incoming deliveries of equipment, sending and receiving fax messages
Documentation and Filing System: Maintain hard and soft Filing System to manage in-coming and out-going Faxes and E-mails to maintain accurate and updated subject files for correspondence; maintain a data base of project Contacts and revise as needed.
Provide reception duties on behalf of the team, which involves face-to-face contact for visitors in a responsive and courteous manner
Respond to queries promptly and in a friendly manner
Releases checks for suppliers
Others
Catalogue and maintain library of technical resources, i.e., manuals, textbooks, story books, etc.
Provide support for administration needs to project activities
Qualifications:
Graduate of a Bachelor's degree; with at least 3 year experience in Admin support work.
Proficiency in standard office computer applications (MS Word, Excel, PowerPoint);
Ability to communicate and liaise verbally and in writing with partners/vendors/suppliers/visitors and staff, and interpret/respond clearly and effectively to verbal or written instructions;
Knowledge of USAID regulations, systems and procedures is preferred;
Results-oriented, team player and has excellent interpersonal skills; and
Has initiative and can work with little supervision.
RTI International

Manila City, Metro Manila
Permanent
Full-time