The Administrative Officer provides day-to-day administrative oversight to assigned support staff, ensuring that tasks are appropriately allocated, followed up, and completed in a timely and effective manner.
Essential Responsibilities and Duties
- Prepare, draft and maintain internal and external correspondence, including letters, memos, reports, and other administrative documents
- Manage the EMS Director’s correspondence by screening and prioritizing emails, phone calls, messages, and incoming requests; responding to routine matters where appropriate; and directing matters to the relevant staff members for action or follow-up.
- Prepare confidential and sensitive documents and ensure appropriate handling and filing of such information.
- Coordinate and organize meetings, including scheduling, preparing agendas, arranging meeting rooms, and recording and sharing meeting minutes.
- Manage office administration and day-to-day office activities, ensuring the availability and proper use of office supplies, equipment, and facilities.
- Receive and welcome visitors, determine the purpose of their visit, and direct them to the appropriate staff member or section/sector.
- Maintain organized hard-copy and electronic filing systems, ensuring documents are properly archived and readily retrievable when required.
- Prioritize and coordinate administrative matters according to urgency and importance, ensuring timely follow-up and completion.
- Provide administrative support to the EMS Director and assist with additional tasks and assignments as required.
- Handle the requests from different sectors/sections and direct them to the appropriate EMS staff and follow-up.
- Coordinate and liaise with the Secretary General’s Office and the President’s Office on administrative matters and other requests, as needed.
- Receive and follow up on event requests, coordinating with the EMS team and stations to arrange and prepare the required posts.
- Perform any other administrative duties and responsibilities as assigned by the EMS Director.
Function Specific Experience
- Strong proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
- Good document preparation, formatting, and records-management skills.
- Ability to maintain organized electronic and physical filing systems.
- Ability to manage calendars, meetings, correspondence, and administrative tracking systems.
- Good written documentation and minute-taking skills.
Industry Related Experience
- Experience working in a non-profit, humanitarian, or international organization is an advantage.
- Experience supporting a senior manager or director is an advantage.