Client Assistant H/F

Role Definition

Secretarial activities:

• Acts as the point of contact between Upstream team and other entities of Project entities.

• Act as focal point for people on boarding and for any visitor.

• Screen/handle telephone calls, appointments and emails related to Upstream activities and take action accordingly.

• Update Upstream contact list and related data.

• Manage his N+1 agenda to co-ordinate meetings/appointments, complex agenda to ensure smooth running of such meetings.

• Book meetings and facilities (with services when required) as requested by the Upstream.

• Organize on request conference facility bookings, catering.

• Assist in document and PowerPoint preparation as requested.

Administrative activities:

• Organize and book mission and travel plan (transportation and accommodation) for the Upstream team.

• Receive mission expenses and process expense claims.

• Provide advance administrative support for the team and maintain complete and thorough documentation of program activities.

• File as required all documentation you are managing.

• Other administrative activities as assigned by the Client

Reporting activities:

• Assist in document and PowerPoint presentation preparation. Compile and archive documents as requested.

• Manage editing and closure of weekly, monthly and ad-hoc reports.

Context and environment

• Work with minimum supervision and large autonomy.

• Require interaction with multiple entities/actors needing proper organization and planning of activities.

Accountabilities

• Ensure secretarial and administrative support to the Upstream team.

• Ensure inter-departmental coordination on executive requirements

• Manage confidential information

• Manage supplies and upkeep the functionality and cleanliness of the office.

Qualification

Qualifications/Experience required

• Minimum of 3 years of relevant administrative assistance experience

• Strong written and oral communication

• Capability to work with high level of autonomy.

• Strong interpersonal and communication skills

• Excellent use Microsoft Office (Words, Excel, Power Point and Outlook)

• English proficiency is a plus advantage