|Date Posted:||Mar 3, 2011|
|Reference:||AFRM - CS - 007 - 11|
|Closing Date:||Mar 10, 2011|
|Number of Vacancies:||1|
|Salary Range:||As per NTA salary scale policyUSD|
|Years of Experience:||5 Years|
|Contract Duration:||Not specified|
|Possibility of Contract Extension:||No|
To perform full range of secretarial duties for the assigned supervisors, including organizing and maintaining records, contact with the government ministries / agencies , preparing correspondence and reports, assistance to visiting ADB missions and other appropriate functions as required; thereby coordinates administrative activities for the Resident Mission (RM).
Duties & Responsibilities:
Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADBâ€™s standards.
Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.
Oral Communications/Internal and External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from internal/external calls to ensure they are referred in a timely manner to the concerned staff.
Ensures the effective coordination of supervisorsâ€™ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors in accordance with ADB procedures.
Arranges meetings/appointments for Mission (HQ and AFRM) with Government of Afghanistan, executing agencies, donors and other stakeholders. Preparation of CPM schedule.
Assists in the preparation of meeting schedules, Aide Memoirs, background papers, back-to-office reports (BTORs), draft country programming and portfolio and other reports pertaining to sector group.
Preparation of Mission Authorization Requests (MARs) and Mission Authorization Business Travel Requests (MA-BTRs), and Request for Reimbursement of Business Travel (RRBT) for Afghanistan Resident Mission (AFRM) staff.
Assists in arranging required logistic facilities such as transportation, accommodation, workshops, seminars, visas, shipments, custom clearances, etc.
Properly maintain project/sector related documents as per the office filing systems and records for easy retrieval.
Relieves other Administrative Assistants when they are absent, as required.
Performs any other duties as may be required, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, assisting ADB visiting missions, and other routine office administrative functions.
Bachelor's degree or equivalent.