• Handle messages coming through telephone calls, email, post, fax and forward messages in a timely manner;
• Receive and screen incoming calls and visitors.  Alert senior staff accordingly.  Make referrals to appropriate staff or provide requested information;
• Make outgoing in town/out of town and international calls upon request from staff;
• Maintain up-to-date telephone directory and addresses of official contacts;
• Welcome guests and staff courteously and inquire about the nature of their visits; contact the host to escort their respective projects/units;
• Receive documents, packages, mails, etc and deliver to the concerned staff/project;
• Perform basic clerical tasks, such as systematically arranging letters, memoranda, invoice and other indexed documents according to an established (easy to refer) system; 
• Establish and maintain formal outgoing and incoming letters protocol, including the numbering system and a system for filing; 
• Follow-up and facilitate payments for utilities such as landline telephone, internet, electricity and other related matters;
• Prepare procurement payment requests, obtain approval and follow up to ensure timely preparation of check;
• Arrange and manage national and international travel including accommodation, itineraries, and all correspondence related to arrangements as needed;
• Handle the library resources in a systematic way;
• Promote library resources to the staff use; Make sure that that the office is in its best setting in terms of tidiness and order;
• Manage the meeting rooms, conference telephone and LCD projector and facilitate as needed;
• Compose letters, memoranda & fax messages, as requested;
• Translate briefs, questionnaires and other documents;
• Organize and make arrangements for meeting and appointments;
• Assist the Country Director, other staff in any other activities as requested;
• Handle petty cash and effect payments upon appropriate request and procedure.  Support the Procurement Committee in procurement of goods and services for the Population Council, ensuring strict adherence to principles of impartiality and transparency;
• Monitor and keep up to date records of the petty cash fund float and initiate petty cash replenishment when the fund reaches its minimum balance;
• Cooperate for any kind of petty cash count by assigned person at any time;
• Organize big disseminations, workshop, training (organizing invitations and RSVPs, preparing table tents, banners, publication stands etc.)
• Maintain an up-to-date catalogue of Council photographs with required consent paperwork, for use in Council publications, presentations and other materials. Respond to requests for photos as required;
• Maintain an up-to-date inventory of Council publications and ensure distribution to distribution lists and those requesting Council materials and research;
• Keep update the organization’s distribution and invitation list;
• Carry out other similar activities assigned by supervisor;

NOTE: These duties and responsibilities can be changed, adjusted or modified at any time by the job holder’s supervisors in the best interest of the organization.   

QUALIFICATIONS AND SKILLS

• Bachelor’s degree in Secretarial Science, Business Administration or Management and a minimum of 4 years’ experience.
• Professional experience working in the NGO sector or public health related international organization.
• Experience working with the international organization, including communications with overseas HQ
• Strong organizational skills, attention to detail, and ability to work both independently and collaboratively with national and international colleagues
• Ability to work and in a fast-paced, multi-cultural environment
• Expertise with MS Office applications and web-based communications
• Proficiency in written and oral English is required
• Willingness to travel within the country, as required.