Administrative Assistant

Job Summary:

Under the direct supervision of the Director, Social Development the Administrative Assistant will provide administrative and logistical management support to the Kabul Office SD Unit for the efficient management and support to SWSS Social Development activities.

Duties & Responsibilities:

• Maintain organized files (electronic and hard copy) containing all pertinent documentation on all subproject assessments, subproject hand-over and/or any documents pertaining to SD Unit.
­ File signed receipts when equipment and materials are issued and maintain files ready for inspection;

• Receive, register, distribute and file all official in-coming and out-going project correspondence, and interoffice communication specifically requested by the SD unit;

• Establish and maintain a central filing system for paper and electronic documents for all technical activities, including project reports, studies, consultant reports, workshop summaries and other project deliverables;

• Receive and escort visitors to the SD unit;

• Respond to routine telephone and email inquiries for information and background documentation on the project;

• Prepare letters, memos, emails and other communication and correspondence as requested by the SD unit;

• Take notes and prepare meeting summaries as requested by the SD unit;

• Photocopy and scan all documents as requested by SD unit;
• Coordinate all SD unit outside document copying, binding and reproduction requests with administrative support unit designated staff;

• Monitor SD unit office supply needs and prepare requisitions to be forwarded to the administrative support unit designated staff;

• Assist SD unit in the planning and execution of project travel, workshops and seminars in the completion and submission of required administrative documentation;

• Maintain close, collaborative working relationship with all project staff in receiving and responding to requests for engineering unit follow-up actions for project activities, and any needed information that may be required;

• Perform other duties as may be assigned by the designated supervisor.

Job Requirement:

Educations:

High School graduation, University education; preferably in Social Science, Development, Project Management or related field is preferred

WORK EXPERIENCE:

Minimum 2 years of professional experience in the related field
Knowledge and experience of rural-community development and hygiene promotion is required.
Ability to interface between government and communities
Proficient in MS Office and internet applications
Excellent interpersonal skills and ability to communicate

Work experienced of USAID funded project is a clear plus.

SKILLS:

Working knowledge of English, ability to communicate clearly and coherently orally and in writing Excellent interpersonal skills, including patience diplomacy, willingness to listen and respect for colleagues
Must be capable of working both individually and as part of a team must also be able to create a supportive working relationship among all project teams

LANGUAGES:

Knowledge of spoken and written English, Dari and Pashto

Job Location: