Admin Assistant


Organisation:  Council on Energy, Environment and Water

Apply By:  31 Oct . 2018

Location:  New Delhi(Delhi)

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Terms of Reference

 

Administrative Assistant

 

Purpose

 

The Administrative Assistant (AA) for Research Teams, a role that will be crucial in supporting the teams in fulfilling their duties and in ensuring smooth administration of the teams. H/She will provide a a variety of clerical and administrative activities.

 

The AA will report to the Assistant Administrative Officer in the Operations Team and will also report to Team Leads on various tasks.  The AA will be highly organized, effective, and an articulate administrator. The AA will be a   smart and quick critical thinker who works well in an extremely fast-paced, results-driven and deadline sensitive environment who is able to adapt to rapidly changing demands and priorities of the teams.  

 

Crucially, in addition to the duties and responsibilities outlined below, the AA should be prepared, as and when necessary, to take on additional responsibilities and respond to events and developments that cannot be anticipated easily.

 

Responsibilities include but are not limited to:

 

Contacts and Scheduling appointments

 

  • Maintaining and updating the database of contacts.
  • Scheduling appointments and keeping an updated calendar setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.

 

Correspondence, Presentation and Speeches

 

  • Preparing meeting notes and agendas, taking minutes and preparing drafts for review.
  • Drafting acknowledgment and thank you letters, personal correspondence, and other tasks.
  • Helping the Team Leads and other research team members in formatting speeches and presentations.
  • Advising/creating/updating/tracking working files.
  • Ensuring that the Team bios are kept updated and responding to requests for materials regarding the Team members.

 

Team Travel

 

  • In collaboration with the Travel Coordinator, Managing Team Lead’s travel arrangements and proactively coordinating the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information.
  • Processing passport renewals, visas and related travel documents.
  • Preparing travel folders and related meeting materials.
  • Assisting the Team Lead’s with invoicing, settling his travel and other claims.

 

Finance and correspondence

  • Prepare expense reports for the Team Leader in adherence with internal policies and deadlines
  • Prepare any specific correspondence as requested by the Team Leader.
  • Provide any proposal specific requirements.

 

  External Relations

 

  • Maintaining a list of contributing donors and supporting institutions as per the needs of the Research Team Lead.
  • Building a database of CEEW resources (experts, institutions, donors, etc.) and preparing regular updates/emails for distribution to them.

 

Outreach Support

  • Managing registration at CEEW events
  • Scanning business cards received by CEEW employees (except the CEO) each month 
  • Keeping a track of CEEW publications in stock and maintaining a minimum stock of key publications
  • Making professional follow-up calls to invitees in the run up to CEEW event

 

Ops Support

 

The AA will from time to time provide support Ops Team activities as required without ensuring conflict with the Team Support functions.  H/She will support in the administration as required by the Assistant Administrative Officer and Director of Operations.

 

Selection Criteria

 

Education and Experience

  • Graduate degree in business, economics, finance, office management or equivalent qualification relevant to the role.
  • Experienced in administrative assistant work.

 

Main skills

  • Ability and willingness to work in a dynamic and fluid environment.
  • Skills in Microsoft Word, PowerPoint, Excel, Access.
  • Skills in managing new technologies and media platforms.
  • Willingness to show initiative in order to handle unforeseen problems.
  • Team player with enthusiasm to create a dynamic and exciting work environment.
  • Highly sensitive to need to ensure confidentiality.
  • Flexibility towards long work hours, especially when major deadlines and events are approaching.
  • Foreign language skills desirable.

 

Compensation

 

Competitive compensation – commensurate to the experience, and matching the best of standards adopted by industry or other similar organisations for similar roles

 

CEEW is an equal opportunities employer and female candidates are encouraged to apply. Applications will be reviewed on a rolling basis. Candidates are encouraged to apply early. Only shortlisted candidates will be notified.

 

 

 

 

 

 

 

 

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How to apply


Application procedure

Interested candidates are requested to send their CV and cover letter (in one pdf) to jobs@ceew.in with 'Application: Administrative Assistant’ as the subject line. We are an equal opportunity employer and female candidates are encouraged to apply. Applications will be considered on a rolling basis. Only shortlisted candidates will be notified.

 
 

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