Re-Advert Administrative Assistant

Administrative (secretariat) office services

• Ensure various administrative tasks for the nutrition team at API.
• Meetings: arrangements, agendas, attendance registers, minutes, relevant documents, venues, and refreshments when needed.
• Copier/Printer:
  Monitor responsible usage, Stationery controlled with project numbers.
• Procurement
• Ensure travel arrangements, SAGE requisitions, quotations, bookings, orders, tickets, GRNs and invoices.
• Stationery: manage, orders, monthly stock count, and issue on SAGE.
• Petty Cash: withdrawals, approvals for purchases, summaries, budget sheets, requisitions, slips, control, purchases.
• Procurement: all requisitions on SAGE, queries, quotations, orders, invoices and GRNs. Liaise with suppliers.
• Compile submissions as needed.
• Supervision
• Supervise responsible persons for various stores, monthly stock-count, equipment, and quarterly asset checks.
• Supervision of cleaner appointed by contractor.

• Stores:
  Updating of monthly stock lists and quarterly asset check lists.
• Electronic equipment: supervising usage, signing out system and maintenance, make sure it's in working order on return.
• ITC: replacing toners, assisting with printer problems, server room log,
• Server problems, liaising with ITC department.
• Assist with maintenance of office building.
• Assist in preparations for exhibitions, model-building, and manning of exhibitions.
• Other tasks. Use own initiative in terms of activities and tasks that can be performed in and around the offices and buildings as well as with other work.

• Liaise with the department regarding maintenance of building, transport matters and various others.
• Liaise with suppliers, contractors (e.g., cleaning), stakeholders and project co-workers.
• Protect and support ARC IP and ITC policies.
• First aid kits, fire-extinguisher services, raising awareness, cooperating with Glen wellness group.