Administrative Assistant | Mercy Corps
by Project Pengyou on May 25th, 2014 903 views
The Administration Assistant will oversee day-to-day office management tasks and provide administrative support to program operations under the supervision of Operation supervisor. The Administrative Assistant will implement standard administrative policies and practices detailed in Mercy Corps’ office in a Box any country-specific policies, including properties and maintenance, filing, translation, office materials and supplies, HR, assets, limited assistance to logistics and finance, limited representation to the government bodies and other, civil society organizations may be required.
Overview
- Location: Chengdu, Sichuan
- Industry: Nonprofit Charitable Organizations
- Employer: Mercy Corps
Job Description
MERCY CORPS INTRODUCTION （机构介绍）:
Mercy Corps is a leading global humanitarian and development agency. Funded by 1979, its work has touched families and communities in more than 114 nations across the world. Today, Mercy Corps worldwide team of 4,000 professionals works in 41 countries and helps more than 18 million people each year recover from disasters, build stronger communities and find their own solutions to poverty.
Mercy Corps consistently ranks among America’s most effective and efficient charitable organizations. Over the last five years, more than 88 per cent of resources have been allocated directly to programs, earning it the highest possible rating from Charity Navigator, the premier American charity evaluator. Mercy Corps has been nominated for the Nobel Peace Prize.
Mercy Corps has worked in China since 2000 with mission to foster resilience and economic empowerment among vulnerable communities and youth, and to engage in social innovations by working with local partners – including its strategic partners the China Foundation for Poverty Alleviation and the All China Youth Federation, as well as other prominent Chinese organizations, NPOs, and philanthropic foundations.
Mercy corps began operations in Chengdu, Sichuan, after the devastating 2008 earthquake.
RESPONSIBILITIES/DUTIES:
1.Ensure that the office is run in a professional and responsible manner including, cleaning, organizing files and equipment, hosting guests in a professional/polite manner, receptionist duties and general contract and liaison with outside agencies.
2.Maintain the stock of office supplies; administer and replenish, as needed.
3.Responsible for the smooth running of the following office functions: Reception of visitors, photocopies and mail services, translation services, telephones and faxes.
4.Prepare, update and track needed changes in staff files including Service Agreements, timesheets, leave system tracking, and other personnel matters as required and permitted by Human Resource. Maintain files and prepare payment paperwork for Service Agreements.
5.Administer a petty cash advance for day to day functions of the office and according to Mercy Corps policy.
6.Maintain custody of the office cash fund and make daily payments of approved before payment.
7.Manage and renew office and house/apartment rental agreements: oversee any basic maintenance requirements in the context of the contract and agreement with owner; oversee and manage service contracts or payments for the utilities, upkeep of the office.
8.Ensure each staff in the Chengdu office has an updated contact list, constant companion, functional telephone and computer; update contact information and assign telephones/laptops to visiting staff, if needed, in coordination with the procurement officer.
9.Other duties as assigned by supervisor(s).
KNOWLEDGE AND EXPERIENCE:
1.A relevant university degree is desirable;
2.Be able to work independently and show initiative;
3.One year experience in an NGO, social work or government office setting;
4.Strong computer (MS Office), filing, and organizational skills;
5.Demonstrated experience scheduling and managing staff from multiple departments
6.Proficient in spoken and written English;
7.Strong team player and communicator.
