Administrative Assistant
 
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Ad title: Administrative Assistant
Provided by: Caritas Georgia
Published: Sep 11 / Deadline: Sep 30
Caritas Georgia is pleased to announce an opening for the position of Administrative Assistant.


Reports to: Director
Term: Full time
Location: Nutsubidze Plateau II 3a, Tbilisi.

Main purpose: Provide effective administrative support to all office operations.

Job Responsibilities:

Support the Director and team with all administrative tasks:

** Maintain diary for Director - Schedule appointments as agreed;
** Maintain both electronic and paper filling systems;
** Undertake typing and word processing and complex ICT based tasks;
** Drafting letters and collect other drafted letters for review and signing
** Assist in filling in documents and sending them to the relevant parties (eg. For receiving humanitarian goods, or making enquires to government;
** Provide general clerical support -scanning, copying, making phone calls, ets;
** Translate documents in Georgian/Russian/English and English to Georgian/Russian;
** If necessary, perform the duty of an interpreter.

Manage the reception:

** Act as first point of call for all external communications including general email, post and telephone enquiries;
** Accept visitors, hear their concerns and refer them to proper person;
** Be the first point of contact for visitors, providing a welcoming and supportive reception environment and refer them to the proper persons;
** Serve drinks and refreshments to visitors and or staff as requested by the Director.

Manage news and events:

** Collect new from program and administrative staff and place them on website.
** Receive event notifications and manage them on web based calendar.

Manage the office:

** Communicate with suppliers and order stationary and household supplies;
** Make monthly telephone and internet payment arrangements, including necessary paper work for all caritas Georgia programs;
** Ensure availability of day-to-day office items;
** Make travel arrangements (including researching and booking flights and hotels for staff).
** Prepare Business Trip Certificates for all caritas staff.
** Assist international Caritas employees in obtaining residence permits when necessary.

Act as Secretariat for the Supervisory Board:

** Liaise with Board members as appropriate;
** Schedule Board meetings,
** Take and distribute meeting minutes,
** Etc. as necessary.

Other: Undertake any other duties as reasonably requires by the director.

Qualification requirements:

** Higher education
** At least 1 year experience of working on similar position;
** Advance knowledge of English and Russian languages.
** Knowledge of Microsoft Office programs.

Personal specifications:

** Strong team player abilities, building up strong day-to-day relations with colleagues
** Professional, honest and loyal
** Flexible and open to continuous change, continuous commitment to learning
** Able to build and maintain successful and purposeful relationships
** Able to show initiative in developing the role and to work with minimal supervision
** Respectful towards other nationalities, religions and views.

If this opportunity interests you, and you meet all of the above requirements, please submit your CV and cover letter to: vacancy@caritas.ge. Please indicate the position in the Subject line.

Deadline for submitting applications 30 September 2018.

We thanks all applicants for their interest, however only those candidates selected for interviews will be contacted.

About Organization:

Caritas Georgia is a Charitable Foundation founded on November 3, 1994 by the Catholic Church. The mission of Caritas Georgia is "to serve the poor in Georgia and to promote charity and justice".

For further information, please follow the link: http://www.caritas.ge | https://www.facebook.com/CaritasGeorgiaOfficial
 
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