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Administrative Secretary

ADRA
Sana'a
Deadline:

Job Description

Position:         Administrative Secretary

Location:        Sana’a

Reports to:     Country Director 

Duration:   Till December 31, 2021, renewable based on fund availability & performance

ABOUT ADRA: The Adventist Development and Relief Agency is an independent, humanitarian agency established for the specific purpose of providing individual and community development and disaster relief.  ADRA Yemen pursue a mission of changing the world by uplifting one life at a time. ADRA International serves 142 countries and was present in Yemen since 1995. It has more than 1200 aid workers serving in Yemen making it one of the biggest ADRA operations in the world. Its programs are supported by USAID, OFDA, The Japan Platform, DANIDA, German Foreign Office, German Humanitarian Aid, Sida, UNOCHA, UNHCR, WHO, WFP and DFID. It has presence in 14 Governorates in Yemen responding to all areas of humanitarian sectors. ADRA Yemen is undertaking programs in Yemen in the fields of health, child protection, education, women's protection and empowerment, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

SUMMARY:

Under the Direct supervision of the Country Director, the Administrative Secretary provides high-level administrative support to the offices of the Country Director (CD), Director of Finance & Administration (DFA) and the Deputy Country Director (DCD) by handling information requests and performing mid-level functions such as preparing correspondence, receiving visitors, arranging conference calls, arranging travel and scheduling meetings for the CD, DFA and DCD.  S/He will be responsible for filing and organizing, audit, and compliance all documents submitted to the CD, DFA and DCD.

RESPONSIBILITIES:

The Administrative Secretary will be responsible for but not limited to:

  • Ensure the smooth and efficient operation of the offices of the CD, DFA and DFD to which assigned as it relates to administrative duties; disseminate information to appropriate personnel; direct workflow and ensure compliance with departmental guidelines, policies and procedures.
  • Participate in problem solving on various issues to enhance the Department’s efficiency and operation.
  • Type and proofread a wide variety of reports, letters, memoranda, correspondence and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation.
  • Attend a variety of meetings; prepare and compile agenda packets; take and prepare minutes; disseminate information as appropriate.
  • Maintain filing systems and records; develop and implement filing systems; modify systems as appropriate.
  • Maintain a calendar of activities and events for the assigned department; schedule meetings with appointed individuals, coordinate activities with other departments, the public and outside agencies.
  • Screen office and telephone callers; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; screen, sort and distribute mail; respond to routine correspondence.
  • Operate a variety of office equipment including copiers and computer; input and retrieve data and text; organize and maintain disk storage and filing.
  • Oversee, assign, coordinate and review the work of assigned clerical staff; train, motivate and evaluate lower level administrative and clerical support staff.
  • Maintain confidence by keeping information confidential.
  • Liaise with other staff members on behalf senior management, on specific assignment.
  • Liaise with the project team for any requests to Country Office and schedule meetings and document processing for CD/DFA/DFD
  • Ensure that administration and direction of country operations and functions are effectively in compliance with CD/DFA/DFD directives and ADCOM recommendations.
  • To secure booking for all UNHAS reservations as well as international travel requests for passengers and cargo.
  • Perform any other related duties as required.

QUALIFICATIONS AND SKILLS:

  • BA degree in Business Administration, Finance, English or any related field.
  • At least 3 years’ experience in Administration, preferably in INGOs and related area.
  • Excellent organizational skills. 
  • Excellent verbal/written communication skills in both languages English and Arabic.
  • Ability to prioritize workload, work well under pressure and be pro-active. 
  • Committed in approach, flexible attitude towards working hours. 
  • Ability to build both internal and external relationships. 
  • Ability to demonstrate utmost discretion/confidentiality and professionalism always. 
  • Very good computer skills; MS Office (Word, PowerPoint, Excel) – Advanced.

ADRA’S VALUES:

We uphold the Humanitarian Principles; our key values:

  • Respect
  • Integrity and transparency
  • Communicating openly, clearly, timely and appropriately.
  • Excellence in all activities

How to apply

  • The deadline for receiving applications is Saturday, January 16, 2021
  • Interested candidates are requested to submit their application by  CLICKING HERE
  •  Only short-listed candidates will be contacted
  •  Submit only one application per position
  • Females are encouraged to apply.

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