Administration Officer 531 views

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POSITION DESCRIPTION
Provides administration to support buyer programme strategy. Supports office daily management and answer basic questions from external parties. Perform administrative and logistic tasks to support delivery of a defined work area within a unit or department, enabling those supported to be more effective.

Roles and responsibilities:
1. Supporting factories to register, starting from:
 program introduction
 responding to the factories’ general inquiries about the program timely
 overseeing and reviewing the documents submitted; administering the documentations of registration in the established e-platform and hardcopy
 if needed, verifying onsite facilities of new factories particularly on workforce and factory site plan then reporting the verification to management for invoicing purpose
 Propose draft of change and confer with related Team Leader(s) and BWI manager to amend registration documents
2. Assist in marketing of the program
 Support marketing for the program as needed and agreed through e-communication, internet, newsletters etc. and in close coordination with Communication & Partnership Officer and Operations Manager

3. Core Service Support (Direct Support to Management)
 Together with Team Leader, managing assessment schedule for 16 Enterprise Advisors conducting annual assessment to 150+ participating factories on monthly basis
 Assist in database management on updating Monitoring & Evaluations (M&E) indicators every 6 months.
4. Buyers Focal Point Team
 Liaise on buyer’s/vendors’ subscriptions to factories’ assessment and advisory reports including documentations and the payment of their subscriptions fee
 Together with Communication & Partnership Officer, work closely with Enterprise Advisors to prepare and deliver quarterly factory status update to 30 (thirty) Buyers Partners (e.g. GAP, H&M, Nike, etc).
5. Other administration roles (if required) to support office daily management
Administration:
• answering telephone calls, transfer calls to the appropriate individuals, take telephone messages for the staff
• To be the first point of contact for basic enquiries.
• Supporting all staff in day-to-day general office administration
• Maintain Foundation records, filing systems and computer files, prepare document control filing
• Ensure all incoming mail and mail-packets are distributed efficiently and incoming/outgoing login is recorded
• Responsible for updating various information: travel in/out of office, calendar of events for internal and external usage. Send to appropriate staff in line with agreed deadlines
• Maintains the contact and information staff lists
Meetings/Workshop/Training/Travel:
• Support organizing meetings, workshops and training events
• Support in logistic work, like making arrangements for travel, calendar appointments, sending out documents etc
• Support in administrative work, like printing, filling, writing letters, copying etc

• Other duties as required by the supervisor.

SKILLS AND COMPETENCE:
• Good verbal communication and interpersonal skills
• Ability to manage own time and some conflicting priorities without upward referral
• Good English speaking and writing skills
• Demonstrates adaptability and flexibility in all aspects of working
• Proposes new ways to improve the work process
• Proven experience of administration, good time-management, and organizational skills with a minimum of 2 year experience as receptionist, secretary or assistant administrator, preferably with an NGO
• Highly computer literate

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