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| Position wanted: |
Administrative |
| Job category: |
AdministrativeAirportChild Care/NannyingCustomer ServiceHR/RecruitmentSecretary/SecretarialTourismTravel |
| Objective and Resume Summary: |
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| Office Manager / Administrative Officer / Office Assistant / Assistant / Administrative Assistant / Secretary / Receptionist |
| Skills: |
Office Manager / Administrative Officer / Office Assistant / Assistant / Administrative Assistant / Secretary / Receptionist |
| Known languages (and levels): |
English-Very Good
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| Type of Employment wanted: |
Full Time
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| Minimum Yearly Salary in Numbers: |
Unspecified
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| Current Location: |
Bosnia Hercegovina, Sarajevo |
| Education History, Qualifications & other additional information: |
| Level of Education: |
High School
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| Medical High School for Midwife
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| Work History & Experience: |
| Years of Work Experience: |
10 to 15 Years |
January 2nd, 2009 - Present
United Nation Population Fund – UNFPA
Secretary
Principal duties:
(1) Managing information and workflow:
Receives visitors, places and screens telephone calls, responds to routine requests information; Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; Organization of regular and ad-hoc meetings, preparation of minutes and summaries of actions to be taken, tracking of progress on planned issues, follow-up with focal points; Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners; Summarizes UNFPA circulars, protocols, guidelines, and circulates among UNFPA staff, Demonstrates general knowledge and understanding of responsibilities between the staff by component projects.
(2) Managing documents, correspondence, and reports:
Draft routine correspondence, interoffice circulars general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
Prepares correspondence for the office to be sent, checking enclosures and addresses;
Demonstrates excellent knowledge of grammar, spelling and structure in the required language; Edits, formats, and provides inputs to correspondence, reports, booklets, presentations, using word processing and databases, meeting quality standards and requiring minimal correction; Ensures correspondence, reports and documents comply with established UN standards and with UNFPA templates for letters, fax, messages, etc;
(3) Managing data:
Maintenance of the filling system ensuring safekeeping of confidential materials (collects the data accurately, identifying what is relevant to be kept in the database), use of automated filling system; Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required; Develops and keeps updated UNFPA Directory, UN BiH Directory, those of counterparts, consultants, interpreters, suppliers, etc., sorting them in logical order, and makes it accessible for the other staff members; Maintains and updates regularly UNFPA information on UN site;
Maintains roster of UNFPA consultants (including VCs and passport details) and internships; Maintains press-clipping folder and library in the office; Maintains electronic photo-albums related to UNFPA organized events in chronological order and accessible for UNFPA staff (e.g. on UNFPA portal); Provides registration and classification of materials related to UNFPA library and office history records (TV spots, booklets, Annual Population Reports of UNFPA HQs, etc.); Support to organization of advocacy events when required, Y-PEER and YAP events.
(4) Technical support:
Provides technical support during preparation of UNFPA organized events, like mid term conferences, workshops, seminars, including production of papers requiring acceptable standards of design and format (envelopes, invitations, name tags, name plates, greeting cards, etc.); Operates ATLAS Finance system entering purchase orders and/or requisitions related to expenses of the Biennial Support Budget of the office and PCA project, and other UNFPA projects; Prepares documents for SSA, SC contracts and monitors the completion of the respective assignments, prepares routine requests for payment for general office expenditures (fuel consumption, telephone/fax charges, DSA, overtime, etc.) providing calculation of distribution of expenses between various office and programme budgets;
Administrative travel, meetings, appointments and briefings of Assistant UNFPA Representative including drafting of background notes; Prepare materials and regularly updates calendar for Assistant UNFPA Representative’s meetings and travel; Maintains monthly attendance and absence records (annual leave, sick leave) for office staff; Provides support, when necessary, to Assistant Representative and other staff in faxing, copying, and scanning of various kind of documents in work on UNCT, UNDAF, various Working Groups; Performs other duties as required.
December 2nd, 2008 – December 31st, 2008
NATO Butmir Base
NHQSA/CJ2/DOCEX
Administrative Assistant
Principal duties:
Acts as assistant to the Senior Instructor/Translator; Under supervision, assists in the preparation of bilingual course materials, (Lesson Plans/Training Modules), bilingual audiovisual aids and Lesson Plans/Training Modules; Assists in the training of role players for the CJ2/DOCEX training program; Provides general administrative support to the CJ2/DOCEX Training Branch through the use of appropriate computer systems in maintaining Student Progress Reports, other statistical data, filing, maintaining CJ2/DOCEX Training Branch leave schedules, coordinating class schedules, (Calendar of Events), coordinating need for role players and keeping all parties involved informed. Makes appropriate updates as necessary; Incorporates all updates and modifications in training course materials; Assists the Linguistic Team during DOCEX raids (authorized seizure of potential evidentiary materiel) and subsequent exploitation of seized items as per defined Priority Intelligence Requirements (PIRs); Performs the duties/functions of a vehicle driver during training exercises and/or mission operations using a standard shift vehicle.
Additional duties:
Under the supervision of the Principal Translator/Revisor, provides routine linguistic support to DOCEX, i.e. liaison interpreting, translation from English to Bosnian, Croatian and Serbian, and vice versa, of routine correspondence and similar non-technical texts.
Participates in weekly DOCEX training, either as a role player or as a DOCEX raid participant; Performs other tasks as directed.
July 16, 2008 – December 1st, 2008
Regional Cooperation Council - RCC
The RCC Receptionist/Switchboard Operator
Provides the following duties:
Provide a swift and professional follow-up to incoming phone calls; Keep accurate record of incoming and outgoing faxes, e-mails and regular mail; Welcome visitors, direct and monitor their presence in the RCC premises; Assume other tasks as directed by the Head of Administration.
October 9, 2006 – January 10, 2007
World Vision – WV
MED- Micro Enterprise Development
Administrative Officer
Duties consist of:
To supervise all administrative activities for MED Regional Director and MED staff; To make arrangements for accommodation, travel, and visa issues for all MED events; Meetings and visit; To follow up travel schedule for MED Regional Director and MED staff; To maintenance expense reports, bank payment, and Settlement Advices-S.A. for MED team in coordination with World Vision Finance Department; Drafts routine correspondence, memoranda, and reports form oral instructions; To coordinate and develop strong working relationship with other MED staff; To prepare a monthly report; To manages the establishment and maintenance of essential records and files; To implement World Vision and Vision Fund-VF policies; Translation if and when needed; Other duties as may be assigned by supervisor
January 1, 2001 – September 30, 2006
United States Agency for International Development – USAID
Secretary/Assistant to the USAID Deputy Mission & Mission Director
Duties consist of:
Handling all staff requests to the Deputy Mission Director, including maintains Deputy Director’s calendar, making arrangements for meetings requested or required, assuring that cognizant AID and State officer, USAID contractors, U.S. and international partners, and Bosnian officials or private individuals are included, as appropriate, and that back ground materials are prepared and available, and that there is appropriate follow-up by the responsible individuals; Receiving and reviewing all incoming written communication and correspondence for the Deputy Director, preparing draft responses to routine correspondence in accordance with specific instructions from DDIR. This may include maintaining controls and follow-up on action correspondence. Using Word or other software, types a variety of documents, such as letters, reports, inter-office memoranda, faxes, etc., as instructed by Deputy Director Makes and distributes copies; Serving as back-up administrative assistant to the Director’s Administrative Assistant and is able to replace her as needed; Receiving and relaying telephone calls and messages, including those in the Bosnian language for both the Director and the Deputy Director. If possible, personally provides information requested and, if not, refers call to another appropriate individual. Receives visitors, ascertains purpose of visit, and directs visitor to appropriate individual;
Act as Time Keeper for Direct Hires and for Local Staff in Director’s Office; Prepares travel vouchers for the Director and Deputy Director; Maintaining files and records for Director’s office in accordance with USAID regulations and Mission procedures; Translate correspondence and other materials from Bosnian to English and vice versa;
February 1, 1999 – December 31, 2000
United States Agency for International Development – USAID
Roving Secretary /Administrative Assistant
Covered a variety of executive secretarial and administrative duties for personnel who were ill, on vacation or absent for short or prolonged periods of time. The duties were generally as follows:
Received visitors and telephone calls, take appropriate action depending upon nature of the call, the extent to which authority has been delegated for disseminating information and does so within prescribed guidelines; Arranged appointments and conferences as requested; scheduled conference rooms and notified participants; assembled background materials for conference use. Responsible for following up to ensure that commitments made in meetings and conferences are met; Received, reviewed and controlled all incoming and outgoing correspondence, communication, distributed mail, and messages. Maintained controls and follow up action correspondence; On own initiative drafted routine correspondence for signature. Typed a variety of correspondence; Established and supervised the maintenance of all files and records; Translated documents and acted as an interpreter; Worked on special projects on an as needed basis;
Covering the EXO Administrative Assistant for three (3) month with duties as followed:
- up date all internal and external lists, making and issuing the ID cards for USAID Contractors and Grantees employees, preparing documents for BiH Government ID Cards as well for SFOR badges for USAID American Staff, preparing the welcome books for new arrives etc.
Covering the EXO HR Assistant for one (1) month.
January 1998 – January 31, 1999
United Methodist Committee of Relief – UMCOR
Secretary / Receptionist
Duties consisted of:
Providing secretarial services to all UMCOR staff including:
Faxing, Copying, Telephoning, Typing; Preparing and maintaining a registry of all office correspondence which included memos, faxes and letters; Providing secretarial assistance to Administration/ Personnel Director and other UMCOR staff as directed; Ensuring that office and personal files area was organized and kept up to date; Ensuring that housing, employee addresses, employee positions, and earned days were accurate;
Procuring office supplies as required; Assisting the Office Manager in other assigned duties;
January 1997 - December 1997
United Methodist Committee of Relief – UMCOR
Secretary / Interpreter
Duties consisted of:
Providing secretarial services to the Head of the Mission as well as UMCOR Staff including :
Interpreting services for correspondence, contracts, meetings, etc; Making and providing schedules for the Head of the Mission; Keeping files for the Head of the Mission; Providing administrative support; Replacing other interpreters as required; Keeping files for all other projects; Making and providing schedules for all Sarajevo Staff;
April 1995 - December 1996
United Methodist Committee of Relief – UMCOR
Secretary / Receptionist
Duties consisted of:
Providing secretarial services to UMCOR, staff / international and national staff/including faxing, copying, telephoning and typing; Providing interpreting services for UMCOR staff for correspondence, contracts, meetings, etc; Assisting Area Manager in providing administrative support; Replacing other interpreters as required; Keeping files for all UMCOR projects; Assisting all UMCOR Sarajevo staff in matters related to all projects; Radio operator/handset, Yaesu, Codan;
January 1984 - December 1989
Local Red Cross Organization
In the beginning worked as an RC volunteer in an Elementary school. Graduated to working as an active member of the Red Cross for the Novi Grad Municipality, performing the duties of an Office Assistant. My duties included the following: selling membership cards, the distribution of food and various parcels, support for the elderly and vulnerable individuals. |
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