Agence Franaaise de Developpement
Local Contract - Administrative Assistant.Ve - F / M / Assistant
admin
Delhi
Application Email :

Job Type

Full Time

Closing Date

Dec 04 2021

Description

About the Organization

The French Development Agency is a public financial institution that implements the policy defined by the French Government. It works to fight poverty and promote sustainable development.

Job Description/ Responsibilities

As a member of the administrative team of AFD Delhi, and in close coordination with the regional management of Proparco, the responsibilities of the assistant will include, but not be limited to:

Be responsible for the main secretarial tasks for the entire AFD New Delhi group:

  • Manage all incoming and outgoing mail, including preparing letters for signature, recording all mail, scanning, archiving and maintenance of the up-to-date mail register, formatting of outgoing letters, their scanning and recording,

  • Answering and forwarding telephone calls,

  • Managing the AFD Delhi mailbox (check at least once a day ),

  • Liaise with the embassy and the post office to send outgoing letters,

  • Record all incoming invoices on the invoice follow-up,

  • Update the list of external contacts, including the filing and archiving of business cards,

  • Regularly update AFD's organizational chart,

  • Manage stationery stock inventory,

  • Prepare points press releases or sector notes, depending on the needs of AFD Country Management and PROPARCO Regional Management

Ensure a welcoming environment and compliance with visitor safety protocols for the entire AFD New Delhi Group:

  • Liaise with the '' AFD Sécurité, ensure that guests are registered and provided with badges

  • Welcoming visitors in the reception area

  • Manage meeting rooms for the entire site (booking meeting rooms, liaising with the housekeeping team to ensure they are ready for external meetings)

  • Supervising the housekeeping team cleaning (including liaison with the service provider, quality control, ensuring compliance with COVID protocols, keeping records of their leave)

Mission Management for the team of the Proparco Regional Office

  • Secretarial tasks for the Proparco team: digitization of documents, preparation of letters, appointment requests

  • Prepare mission orders and visas, as well as flight, car and hotel reservations,

  • Planning &on-site briefing of car and driver missions respecting AFD safety protocols,

  • Liaise with the agents concerned to consolidate the mission program,

  • Update the mission tracker (monitoring of expenses and reimbursement statuses)

  • Monitoring of missions for Proparco (Headquarters and Agency),

  • Prepare and control supporting documents for reimbursement of mission expenses.

  • Compliance with administrative deadlines (including passport and visa matters) for mission staff at Proparco headquarters

  • Ensure that security procedures are followed for mission staff at Proparco headquarters (missionary booklet, mission telephones, airport pick-up / drop-off, etc.)

Temporary workers

  • Acting as the AFD executive assistant (including cashier duties)

  • Acting as the Logistician on specific tasks at the request of the management He / She can undertake any other task that the Administrative and Proparco Manager may entrust to him, including Internet searches, small purchases and other logistical tasks for office. He / she will report to the manager of the administrative and HR team.

Education Qualification/required Skills & Experience

  • bac / bac + 2

Skills sought:

  • Office automation .

  • Writing skills

Human / relational qualities:

  • You are recognized for your strength of proposal

  • You are curious, involved, and show initiative

  • You like to work in a team.

Languages: fluency in oral & written English. Fluency in French would be a plus.

How to apply



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