RESPONSIBILITIES
Office Administration Support
Ordering office supplies both through monitoring and anticipating needs and responding to requests from staff
Vehicle Management (if applicable): managing insurance renewals, inspections, repairs and maintenance
Visitor Management and Reception / Security services
Coordinate and arrange booking between travelers and travel agency (Visa Services, Hotel and Ground Transport booking for visiting staff)
Coordinate with various office services vendors (e.g., ISP, telephone, office security system) on contracts, service interruptions, and maintenance.
Facilities Management Assistance
Day-to-day point of contact for on-site vendor/contractor staff
Manage the Front office staff and ensure the office including all common areas and meeting rooms are tidy and operational on a regular basis
Manage and provide regular upkeep to meeting rooms and vacant offices
Fiscal Management Assistance
Day to day logistics management including petty cash, expense reports and vendor payment support processes
Travel Management Assistance
Coordinate and arrange booking between travelers and travel agency (Visa Services, Hotel and Ground Transport booking for visiting staff)
Technical Support Assistance (IT)
Coordinate with NY IM staff to ensure compliance with foundation records retention policies and best practices
Prioritize and Coordinate with various office services vendors (e.g., ISP, telephone, office security system, local IT contractor) on contracts, service interruptions, and maintenance.
Resolve simple technical matters (e.g., paper jams, restocking of printer paper, etc.)
Business Continuity Assistance
Back-up coverage for Business Continuity Representative: monitor risk and respond to incidents
Local Compliance/Human Resources/Office support as needed)
Provide support for government and internal staff related reporting requirements.
Facility-related compliance issues (Fire, Health and Safety, etc.)
Drafting/reviewing of contracts in conjunction with Operations Manager
Support OM with any compliance assistance related to offices legal status in country
Maintain immigration files for staff
Provide logistical support to the recruitment (i.e. scheduling) of permanent and temporary vacancies
Assists the operations manager in disseminating announcements, advertising, or outsourcing through recruitment agencies
Maintain employee files and contracts, ensuring accuracy and confidentiality.
Support to the Operations Manager in tracking time and attendance for staff (if maintained outside of employee information system)
Administrative Assistant in support to Program Officers
Assisting program officers with calendar including scheduling meetings, work-related travel including developing travel plans, logistical arrangements, and processing expense reports via Concur.
Responding to unsolicited proposals outside of scope
Following up with grantees to update their Board List and banking information
Assist in the onboarding process for new hires/consultants.
Supporting GM and program associate in organizing program team meetings and grantee convenings
Supporting document management and storage in institutional document repositories.
Provide general administrative support, such as managing mail, scanning, faxing and copying materials, answering phones, as needed.
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