Administrative Assistant

The Administrative Support Specialist provides comprehensive administrative and clerical support to ensure the smooth operation of the office. This role is responsible for assisting with procurement, documentation, policy development, report preparation, scheduling, and maintaining office procedures. The ideal candidate will be organized, detail-oriented, and capable of managing multiple responsibilities efficiently.

• Assist the Administrative Officer (AO) in preparing procurement requests, training, travel orders, vouchers, and other required forms.
• Requisition office supplies, equipment, and publications, and reconcile purchase orders.
• Review reports, correspondence, and program analysis documents for accuracy, format, and required content. Explain reporting procedures and requirements to office staff.
• Develop and revise administrative policies and procedures, independently or as part of a team, to enhance operational efficiency.
• Prepare and distribute reports on program goals, budgets, staff levels, and performance metrics for review and comment.
• Use computer software to prepare office correspondence, charts, graphs, PowerPoint presentations, and other related documents.
• Control and maintain data in various management systems, such as forms, records, mail, and publications management systems.
• Respond to requests for information related to office functions and services, coordinating responses to administrative issues.
• Verify and prepare routine calculations (e.g., cost estimates, staff hours, production rates) and create charts, graphs, and narrative reports based on provided materials.
• Coordinate meetings, reserve meeting rooms, notify participants, and prepare minutes of meetings.
• Manage the Office Director's calendar, schedule appointments, and ensure meetings are properly organized.
• Review incoming correspondence, publications, and directives, taking appropriate action as needed. Follow up to ensure necessary actions are taken.
• Maintain control records for incoming correspondence and action documents. Ensure timely processing and follow up on outstanding items.
• Prepare administrative reports and correspondence based on the supervisor's guidelines, ensuring compliance with regulations and policies.
• Review documents requiring coordination for format, accuracy, and compliance with established organizational policies and grammar standards.
• Assist in the preparation of reports and ensure all documents are properly coordinated.
• Perform additional tasks or special assignments as required, particularly in response to emergency operations or other duties outside the scope of the role.