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Office Manager
CAFTA-DR Labor Justice Advocacy Award
San Salvador, El Salvador
Position Summary
The Office Assistant will carry out broad administrative functions. S/He will handle detailed and follow-up responsibilities which are often not secretarial in nature. S/He will perform complex tasks requiring prior experience, education or training and with minimal supervision H/She will assist with, but not manage budgets or supervise staff directly.
Core Values: Pact employees embrace the following core values as representatives of the institution:
- all people have a right to participate in decisions affecting their lives
- gender equity is mandatory for social transformation
- resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
- diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
- teamwork and collaboration shape our day-to-day working relationships
- innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
- gathering and sharing information are primary roles for all employees
- staff growth and advancement are a priority, including training and professional skills building to
- increase knowledge and competence and to stay abreast of new developments, especially in technology
- a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Specific Duties and Responsibilities
Information Management
o Provide administrative support
o Assist in maintaining Pact’s intranet site
o Assists in formatting Power Point presentations, reports and other documents
o Support program staff in keeping their project data up-to-date
o Keep country and global mailing lists up-to-date
o Take and disseminate notes at program and other meetings
o Photocopy and collate large jobs and burn CDs
o Collect and distribute mail
Travel and Logistics
o Support program Staff in drafting consultant agreements
o Ensure consultants return signed version of the agreement.
o Assist consultants in travel logistics and getting visas.
o Complete Travel Authorization forms for consultants and obtain necessary signatures
o Reserve travel and purchase tickets (with travel agents or on-line) for consultants, and program staff.
o Arrange accommodations for visiting field staff and consultants.
o Review consultant travel reconciliations and ensure they are accurate and complete before submitting them to finance for reimbursement
o Assist in arranging workshop logistics – venue selection, contracting, food, travel, visas, materials and equipment, etc.
o Sort and archive project files.
o Support Program staff to prepare bank transfer and check requests for consultants and other vendors
Networking internally and externally
o Participate constructively in Pact meetings
o Maintain Pact contact list and Outlook contacts up-to-date for their portfolio
o Maintain database of relevant external contacts
Qualifications
- A passion for organizing, improving and systematizing procedures
- Effective oral and written communication skills to interact with all levels of staff
- High level proof-reading and written language communications
- Proficiency in Microsoft Office applications such as Word and Excel
- Exacting with quantitative data
- High energy and ability to multitask
- Attention to details
- Deadline oriented
- Strong teamwork skills
- Ability to work in a multicultural environment
- An interest in international development a plus
Education and Experience Requirements
- College Degree and minimum 3 years comparable work experience
- Demonstrated competence with Microsoft Office, Outlook and other computer-based applications
- Demonstrated competence streamlining and improving office procedures
- International experience a plus
To apply for this position, please fill out the online application.
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