Admin Assistant

Job Summary:

Responsibilities

Under the direct supervision of the Admin Manager, the Admin Assistant will be responsible for ensuring clear and effective communication, receiving guests and customers and directing them to the offices and individuals they need, receipt of documents and mail from outside, distribution of the received mails to the concerned officers and individuals

Duties & Responsibilities:

Principle Duties and Tasks

Maintaining the file system and ensuring that they are complete and up-to-date;
Organizing all meetings, prepare necessary draft documents and provide administrative support;
Assist and coordinate workshop/s training including preparation of material.
Greet visitors at the reception area and notify concerned staff the presence of visitor.
Take proper message for the person when she/he is not available.
Keeping track of the notice boards and always updates them.
Prevent crowding of staff and visitors in the reception area.
Receive and greet guests and customers and direct them to the reception. Contact KCI staff and inform them about their guests and customers.
Maintain register for all visitors and ensure that visitors sign.
Take written messages for those who are not available in office and ensure that the messages reach the concerned staff.
Maintain the telephone directory of NGOs, government offices, businesses, and update it regularly and as required.
Any other tasks assigned by the supervisor

Job Requirement:

Qualifications

Education: At least high school graduate, college educated in preferable

Experience: Minimum of 2 years experience in an equivalent position with International organizations. Work experienced in USAID funded project is a plus.

Language Excellent Language proficiency in spoken and written Dari, Pashto and English is a requirement

Communication Listen to others, interpreting correctly messages and responding appropriately; pose questions for clarification, and exhibit interest in having two-way communication.

Other Skills Identification, organization, and execution of priority activities and assignments with minimal direct supervision, adjusting priorities as required

Allocation of appropriate amount of time and resources for the completion of assigned tasks

Ability to work collaborative with colleagues at all levels to achieve project goals

Tactfulness, Enthusiasm to the job. Good Human Relation skills, integrity and ability to work under pressure.

Job Location: