Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Extensive software skills, Internet research abilities and strong communication skills are required. Staff in this category may also have the title of department. Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Provides information by answering questions and requests.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Forward voice mail from the general mailbox to the appropriate staff member
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization's databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
Use computer software to prepare invoices and financial statements
Code and file financial material according to established records management procedures
Process accounts payable ensuring timeliness and accuracy of information
Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
Prepare accurate bank reconciliations and deposits
Administer petty cash according to established procedures
Assist with financial reports as required
Month end duties as required
With the Executive Director, prepare meeting agendas and supporting material for distribution
Ensure the timely distribution of material to the Board
Support the Board with meeting, travel and other arrangements
Draft minutes of Board meetings for review by the Executive Director
Create action list for management staff from board meetings
Age not more than (35)
Qualification level of a Bachelor's degree Business Management/ Business Administration or equivalent
Minimum 5 years of working experience in administrative field
Excellent command of English (4 skills) – (Relevant Certificate Required)
Proficient in utilizing of MS Office Software (Word, Excel, PowerPoint, Outlook), E-mail, Internet and capable of typing both English and Myanmar as well as proficiency in the use of computer data-mining and spreadsheet programs
Able to work under pressures and challenging situations
Able to work well with a wide range of people from different parts of the business
Have good presentation skills
Able to work overtimes if required
Communicate effectively in the business environment
Integrate skills from a number of disciplines, including accounting, economics, law and management
Exercise critical-thinking methods to identify and solve problems
Administrative management requires professionals with financial,
organizational and interpersonal skills.
Self-motivation, determination and confidence in your abilities
Ability to divide your time between work and study
Meticulous attention to detail
Numeracy and a strong aptitude for mathematics
Excellent problem-solving skills
A keen interest in the financial system
Ability to work to deadlines, under pressure
Ability to work on your own initiative and as part of a team
Strong IT skills
Excellent interpersonal and communication skills, including good presentation and report writing skills
Salary: USD (200) (Equivalent Kyats) or DEPENDENT ON APPLICANT'S QUALIFICATIONS
Job Type: Full Time,
Contract Type: Fixed-Term Contract
Benefits: Variable Bonuses ( Performance, Allowances and etc.)
Location: Central Tower (Kyauktada Township, Yangon)
Working hours: 9am to 5.30pm, Monday through Saturday except for Saturday which is 9am to 3.30pm