Duplication Administrator

1. Main duties and responsibilities

Under the general direction and supervision of the Chief Executive Officer, maintain the diary and arrange the Chief Executive Officer appointments as necessary. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources. Screen and respond to all incoming telephone calls and take action as appropriate. Receive incoming letters and submit to the Chief Executive Officer; Maintain confidential executive records and important documents, Avoid unauthorized disclosure of information or decisions, distribute letters/any other material to concerned bodies as directed by the Chief Executive Officer.

1. Specific duties & responsibilities
2. 1. Perform daily secretarial & office administrative matters. 
   2. Maintain the diary and arrange the Chief Executive Officer appointments as necessary.
   3. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources.
   4.  Screen and respond to all incoming telephone calls and take action as appropriate.
   5. Receive incoming letters and submit to the Chief Executive Officer; distribute letters/any other material to concerned bodies as directed by the Chief Executive Officer.
   6. Draft routine correspondence for approval and signature by the Chief Executive Officer.
   7. File all documents and maintain the office filing system and all personnel records.
   8. Follow up of the implementation of the routine decisions made by the Chief Executive Officer.
   9. Organize & make arrangements for weekly, monthly and other periodic meetings in the Chief Executive Officer office
   10. Operate standard office equipment such as Computers, photocopiers, Fax’s, etc.
   11. Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
   12. Maintain and use stationary materials economically.
   13. Perform other related duties as assigned.

Job Summary:

The Executive Assistant is responsible for supporting the CEO by streamlining operations, developing policies, coordinating meetings, managing written communication, reviewing reports and preparing documents.

Major Duties and Responsibilities:

• Streamlining Operations: Helps in streamlining operations and improving internal control in key areas such as effective management, leadership, organizational development, and coordination of different departments.
• Policy Development: Supports the CEO in the development and coordination of policy matters within the organization.
• Meeting Coordination: Coordinates and arranges executive and senior management meetings, prepares agendas, take minutes and provides updates to the CEO on the status of implementation.
• Written Communication: Responsible for composing, editing, and completing first drafts of guidelines, manuals, policies, proposals, circulars, terms of references, and other written communications.
• Report Review: Edit and review reports and proposals before submitting them to the Board.
• Document Preparation: Provides support to the CEO in the preparation of various documents.
• Undertake other tasks assigned by the CEO.

Background of IRC:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the way from harm to home. Began work in Ethiopia, 1999 in response to severe drought that happened in Ethiopia’s Somali region. Currently, providing assistance in ten different regions implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview/Summary: 

• Receive & send fax messages and forward the documents to the staff concerned. 
• Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.
• Collaborate with different departments to ensure smooth day-to-day operations
• Making official phone calls on behalf of staff members, especially senior managers.
• Maintaining and regularly updating an internal telephone extension list and instructions for use.
• Reporting any faults to the IT Officer and Telecommunication Company immediately.
• Securely maintain and use IRC stamp only on the authorized/approved documents.
• Making appointments for staff and reminding them of approaching appointments.
• Schedule interviews for internal and external candidates.
• Efficiently issue stationery for staff upon request, release supplies from the store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realized from store
• Conduct analysis of supplies purchased, and supplies released from store VS Inventory tracking of logistics. Proactively raise PR for quarter procurement request before the  supplies gets depleted.
• File documents for the Country Director.
• Regularly check incoming mailboxes including the post office and Ensure mail pouches to
• NY and Field sites are dispatched in a timely manner.
• Open internal envelopes and distribute them to the intended personnel.
• Make copies of personnel letters. Assist in the distribution of signed/approved documents.
• Ensure outgoing mail pouches are dispatched on time.
• Assist in coordinating farewells and procurement of gifts for staff.
• Perform any additional tasks assigned by his/her supervisors.
• Booking and Approving meetings for staff as per their request and time by Scheduling appointments, meetings, and coordinate conference room bookings.
• Manage tracking - Exit clearance, letters, stationary materials, etc
• Maintain records of office supplies and assist in procurement when needed.
• Uphold the NGO’s values and maintain a welcoming atmosphere for all stakeholders.
• Facilitate Gate pass ID for Staff and Visitors.
• Supervise and follow up Cleaners
• Support drafting different letter
• Maintaining front desk office supplies and equipment
• Anticipate guests’ needs and provide appropriate service, responding to guest issues and Concerns
• Monitor and handle guest comments.
• Distributing Bid documents on behalf of the supply chain department for external users.
• Share Weekly vehicle arrangements for the HR department.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies