|Date Posted:||Jan 6, 2011|
|Closing Date:||Jan 11, 2011|
|Number of Vacancies:||1|
|Salary Range:||As per NTA salary scale policyUSD|
|Years of Experience:||Fresh|
|Contract Duration:||Not specified|
|Possibility of Contract Extension:||No|
|Contract Type:||Short Term|
|Probation Period:||1 month|
Responsible for performing a range of duties related to document retention and control including reproducing, scanning, copying, and filing documents, using document transmittal and control systems, organizing, tracking, storing, retrieving and distributing a variety of project documents including paper and electronic files. Directs the activities of administrative staff and oversees individual employee development and training. Typical duties include organizing and maintaining all project records including correspondence, contract and procurement documents, change orders and claims, subcontractor submittals, design documents, and other planning and construction documents. Additional responsibilities include entry of information into document management database for tracking purposes, retrieval and distribution of documents and reports per approved schedules, and maintains document and archive files and manuals:
Duties & Responsibilities:
Major Duties and Responsibilities:
â€¢ General supervision of day-to-day Security administration activities.
â€¢ Direct office support activities by organizing processes around scheduled deadlines
â€¢ Maintains tracking system for invoices, projects, and deadlines
â€¢ Monitors, reviews, and update security documents management system to ensure accuracy and quality of data
â€¢ Manages receipt and transmission of all project security documentation
â€¢ Ensures all documentation within the system is secure, controlled and readily retrievable
â€¢ Prepares and distributes daily, monthly, quarterly, and annual reports, as needed
â€¢ Prepares and distributes project meeting minutes
â€¢ Produces equipment accountability spread sheets for procurement department spread sheets are kept updated and tracks all items
â€¢ Ensures that the operations and maintenance consumable equipment spreadsheets are kept updated and tracks all items
â€¢ To act as an interpreter and direct interaction with sub-contract local national security personnel
Specific duties and responsibilities:
â€¢ Assist the security/deputy Security Manager each day with all daily reports and accountability spreadsheets. Responsible for the day to day supervision of office support and document control activities to include organizing and maintaining all project records including correspondence, contract and security reports. Additional responsibilities include entry of information into document management database for tracking purposes, retrieval and distribution of documents and repots per approved schedules, and maintenance of document and archive files and manuals.
â€¢ Strong interpersonal and supervisory skills, ensuring all assigned tasks are completed accurately and timely; monitoring effectiveness and efficiency of staff. Ability to take responsibility for own actions and activities and efficiently follow assignments through to successful completion with the proper attention to detail. Excellent computer skills, proficiency in MS office suite: Microsoft Word, Excel, Access, Power Point, Outlook; and experience using Adobe Acrobat. Ability to operate common office equipment. Photocopier/printer, scanner, facsimile machine, etc. Key skill and behaviors include: organizational skills; strong attention to detail; self motivated, requiring minimal supervision; excellent communication skills, ability to express verbal and written information appropriately, concisely, and accurately; ability to multi-task, adapt to changing priorities, and address them proactively.
â€¢ Experience in working with a large NGO would be an advantage.
â€¢ Secondary education with specialized certification in Business/Public Administration or related discipline. University degree in Business /Public Administration would be desirable, but it is not a requirement.
â€¢ Two years office experience involving diversity of duties and increasing responsibilities; One year supervisory experience
â€¢ Fluent English (Level 4) and the ability to draft substantive correspondence.
Abilities and Skills:
â€¢ Ability to work in a team with customer service focus, ability to work under pressure to meet the deadlines and ability to maintain the confidentiality in the entire department, excellent Interpersonal skills and Advance computer skills in Microsoft office are required.
â€¢ Demonstrate commitment to LBG/B and Vs mission, vision and values.
â€¢ Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.