Office Secretary

Requirements

Additional Requirements

• Work Experience: Proven work experience and track record as a secretary or admin officer for three years. Experience in providing Training of Trainer (ToT).
• Organization Skills: Familiarity with development organization and optimization techniques.
• Time Management: Ability to multitask effectively.
• Integrity and Professionalism: Upholding high standards of integrity and professionalism.
• Computer Proficiency: Proficiency in MS Office, MS Excel, PowerPoint, Photoshop and Internet. Such as smoothly handling the Microsoft Office package, e-mail and internet browsing and data collection from the online platform.
• Typing speed: A typing speed of 40 in English is preferable.
• Communication Skills: Excellent written and verbal communication skills in Bengali and English.
• Ability to work well under pressure and navigate multiple deadlines
• A proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others
• Event planning and coordination
• A valid motorcycle driving license/ car driving license will be an additional asset for the candidate.

Responsibilities & Context

“We seek an office secretary/admin officer to join our fast-growing, highly congenial workplace. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining a workplace and good communication relationships with donors, stakeholders, government officials, and vendors.”

Employment Status: Contractual; initially for 12 months

Job Responsibilities: The following list of day-to-day job responsibilities needs to be managed:

A Secretary is a professional who handles various administrative tasks within an office setting. His/her duties include:

Organizing Files: Secretaries manage files, ensuring they are well-organized and easily accessible.

• Maintains physical and digital filing systems and preserves the documents in chronological order/standard rules.

Document Preparation: Prepare documents, including memos, correspondence, and forms.

Administrative Support: Provides administrative support to the Country Representative to ensure efficient office operations.

• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence, produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics as well as drafting and editing official letters, various reports, and other documents as per office needs.
• Manages project meetings by maintaining calendars for Country Representatives and senior management teleconferences, and making travel arrangements.
• Prepares meeting agendas takes meeting minutes during the meeting and composes the meeting minutes.
• Coordinates and provides support services i.e. logistics for meetings, including room setup and food and catering as per event’s needs.
• Works closely with other administrative staff and supports other colleagues as needed. Contributes to team effort by accomplishing related results as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities. Ability to work well under pressure and navigate multiple deadlines.

Office Supply Management: Keep track of office supplies and place orders when necessary.

Contact Information: Secretaries update and maintain contact information for employees, partners, suppliers, and external partners.

Report Support: Assist the Country Representative in completing regular reports.

Expense Documentation: Prepare documentation, bill/voucher on expenses, and submit reports.

Remember, as an office secretary, you’ll be the point of reference for queries, requests, and issues within the organization. Your role is integral to the office’s workflow and overall efficiency.

Skills & Expertise