SENIOR ADMINISTRATION ASSISTANT


DAI, an international development company based in Bethesda, MD, has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change.
Summary of Primary Duties
The Senior Administrative Assistant will support all project operations across grants, procurement, finance, and human relations. He/she will manage day-to-day office needs, including maintaining the schedule for drivers and manage travel logistics for project staff and short-term consultants.
Essential Duties
Finance and Administration
  • The Senior Administrative Assistant will act as the receptionist, directing calls, responding to inquiries, and taking messages as needed
  • Maintain an organized system for all administrative filing, including vehicle and fuel logs, inventory, leases, etc.
  • Update and maintain office calendar of events
  • Organize logistics for office meetings, including taking notes as required
  • Open and distribute mail
  • Allocate and track staff cell phone top up cards on a monthly basis, and perform spot checks of usage as requested by the Finance and Administration Manager
  • Manage utilities service agreements for office operations
  • Support human resource needs for short and long term staff, including reference checking, EBD verification procedures, maintaining personnel, and updating health insurance profiles as needed
  • Manage petty cash account, ensuring that all transactions are recorded on the petty cash log, disbursement slips are completed and reconciled, and participate in weekly petty cash counts
  • Monitor petty cash account usage and request replenishment as required.
  • Submit procurement requisitions and support administrative requirements of procurements
  • Support administrative requirements of Grants, including filing of grant documentation
Travel and Vehicles
  • Manage travel logistics, including supporting visa requirements, for all staff
  • Assist Home Office staff visiting the project, providing local information on transportation, lodging and any other accommodation as needed
  • Support work permit requirements for expat staff
  • Ensure vehicle registration is current, and schedule routine maintenance requirements as necessary
  • Maintain drivers schedules and coordinate staff requests for transportation needs
  • Perform regular audit of vehicle and fuel logs and reconcile mileage vs gas on a weekly/monthly basis as needed
Facilities and Inventory
  • Coordinate maintenance of office equipment to include daily inspection of facilities to ensure proper maintenance and cleanliness of the work area
  • Document support requests for local IT services, and monitor daily cleaning services
  • Conduct regular physical inventory of project property
  • Regularly monitor inventory in TAMIS, and ensure that asset labels and USAID branding stickers are affixed to all nonexpendable property
  • Ensure adequate office supplies and submit requisitions for office supplies as necessary
  • Maintain documentation on insurance, including property and vehicles
  • Identify, schedule, and oversee maintenance and repairs of damaged property, equipment, or unsafe condition
Qualifications
  • 1 – 3 years of administrative and facilities management experience
  • High school diploma required, Bachelor’s Degree (or equivalent) preferred
  • Experience with USAID-funded projects, including knowledge of procurement-related USG & Federal Acquisition Regulation (FAR) regulations
  • Accuracy in working with large amounts of data
  • Ability to respond effectively to time sensitive demands & inquiries
  • Proficiency using Microsoft office suite, and other relevant software
  • Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally)
  • Excellent organizational skills with a willingness to take initiative and be proactive
  • Ability to manage and prioritize multiple responsibilities
  • Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
  • Extremely well organized and self-directed individual
  • Fluency in English is required
Additional information on scopes of work, required qualifications, and to apply, please visit the website listed under each position. Candidates will be required to upload their CVs and cover letters to the online application form. Only candidates who are shortlisted for interview will be contacted.
No email inquiries please.
The deadline for applications is 29 January 2016.
To apply for this job please visit the following URL: https://dai-suppliers.formstack.com/forms/senior_admin_assistant
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