Turkey: Administrative Assistant

Job Title: Administrative Assistant

Sector: Operations

Location: Turkey, Gaziantep

Employee Type: Regular

Employee Category: Full Time

Report to: Operation Manager

Deadline: 14/08/2016

Description

Scope of Work:

The Administrative Assistant provides a broad variety of support services to the MWL office and staff. The position is responsible for administrative tasks including overseeing the general day-to-day office administrative and front desk management. The position will also assist with human resource administrative tasks. The Administrative Assistant is also responsible for providing logistics support for meetings and events, assisting with documentation and reporting, and assisting with data tracking and reporting.

Responsibilities:

Vehicle Management

· Supervise and monitoring the Vehicles management.

· Coordinate with Lead driver and logistic officer to scheduling all vehicle maintenance.

· Monitoring vehicle Log Sheet.

· To report vehicle fuel consumption, maintenance to Logistics Coordinator.

Assist Finance Admin Manager for HR

· Collect all completed Timesheets and leave requests for review on a monthly basis and submit to HR department.

· Update monthly leave records of all staff a monthly basis.

· Keep record lease agreements and always maintains.

· Office management / visitor

· Ensure office security and safety management is effectively.

· Prepare payment requests all communications office telephone, mobile, internet including hotel, office rents, utilities and others.

· Assist in preparation all support document for cross boarding pass required for staff and visitors for monthly as requested.

· Conduct proper arrangement of post and shipping of items to Bangkok and to other field sites as needed.

· Ordering Office Stationary is well organized.

· Update information board on a timely manner.

· Document and registration letter in / out.

· Follow-up the registration authority for needs

Other:

· Assist with completing paperwork, reports, and document filing.

· Responsible for administrative and logistical support to office.

· Procure office supplies, equipment, and materials for office; monitor and track office inventory.

· Keep track of administrative expenses and fill out appropriate vouchers with the exact coding.

· Maintain department vacation schedule and tracking lists.

· Maintain track record of time-off of staff.

· Ensure all HR paperwork is properly completed for new and departing staff, interns and volunteers.

· Assist in roll-out of state-wide initiatives.

· Assist with security-related issues, as needed; organize and conduct fire and safety drills; update and maintain the Safety and Security plan and the Office Contingency plan.

· Assist with finance activities as requested, including monthly billing, tracking and reimbursements.

· Review monthly direct service provider reports.

· Other duties as assigned by supervisor.

· Oversee booking and use of meeting room and common areas;

· Assist with other related activities for programs as assigned;

Requirements

· Bachelor’s degree

· 2+ years relevant work experience in office administration; human resources, facilities management, procurement or related field

· Basic accounting skills preferred

· Ability to multi-task and work under pressure.

· Demonstrated success working and communicating effectively across teams and in a multi-cultural environment.

· Proven ability to contribute both independently and as a key team member;

· Self-starter with excellent problem solving skills combined with the ability to prioritize duties and manage time effectively;

· Fluent in English and Turkish.

· Proficient in MS Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills; database familiarity a plus

In case you meet the requirements and that you are interested in the position, please send your CV in English to turkey.recruitment@mercywithoutlimits.org before the 14 August 2016 stating in the subject “**Admin.Assistant**". In addition a 3 professional references.
All candidates must be eligible to work in Turkey (residence permit or AFAD Card from Gaziantep) or have a valid Turkey ID.