Project Assistant
Position Summary Expectations - Duties, Responsibilities
Location: S4C project, MLVT
Full time for 30 months, starting in September 2022
Salary according to internal grid for a project assistant position
The employee is appointed as Secretary / Project Assistant within the team of International and National consultants in charge of providing the technical assistance to the MOLVT for the implementation of the Skill for Competitiveness (S4C). As such he/she is in charge of the execution of the following tasks:
- ORGANISATION AND OFFICE MANAGEMENT ISSUES
- Organise and supervise all the administrative activities that facilitate the smooth running of the office;
- Dealing with post and emails; Process all project correspondence as well as opening, prioritizing and filing all incoming and sent information, letters, important emails etc.;
- Organising meetings and appointements ;
- Answering phones, providing information and processing messages;
- Liaising with members of the team, especially the Team Leader and the Deputy Team Leader;
- Organising office maintenance and repair work;
- Ensuring all office policies and procedures are being implemented;
- Inform the Team Leader and the Deputy Team Leader about any event which could hinder the project activities good implementation and suggest solutions if possible;
- Check stock to determine inventory levels. Anticipate needed supplies.
- MAINTAIN OFFICE RECORDS
- Design filing systems ;
- Maintain records of all documentation, file materials, manage data entry and even set up databases and other relevant data information;
- Ensure filing systems are maintained and up to date;
- Define procedures for record retention;
- Ensure protection and security of files and records;
- Ensure effective transfer of files and records;
- Transfer and dispose records according to retention schedules and policies;
- Ensure personnel files are up to date and secure.
- PROJECT FACILITATION
- Attend meetings, takes notes, write reports;
- Documents translation when needed.
