ADMINISTRATIVE ASSOCIATE

Primary Purpose of the PositionThe Administrative Assistant reports to the ICT Director and is responsible for conducting tasks such as, but not limited to, managing contracts, licenses, and purchase orders; controlling and planning budgets; maintaining equipment inventory; and providing support to expatriates.The successful candidate is a customer service-oriented, hands-on professional who will coordinate office services and exercise independent judgment in resolving administrative problems. Maintains adequate inventory of all ICT supplies. Receives clients and directs them to the appropriate support person. Helps maintain a welcoming and professional environment.Principal Duties and ResponsibilitiesFinancial and Budgetary Control:Receives, controls, and tracks IT orders and invoices.Maintains spreadsheets and other documents related to the department for payment processing.Adheres to payment deadlines, subscription renewals, and other time-sensitive due dates.Supports daily budget monitoring and annual planning in collaboration with the ICT Director, Infrastructure Manager, and Applications Manager, helping identify opportunities for savings and renegotiations.Support:Organize ICT events that promote well-being and integration between the ICT team and other areas.Work in partnership with different areas, being responsible for providing technology resources, follow-up, and continuous process improvement suggestions.Provides the Head of divisions with reports on technology usage, such as printers, cellphones, and the internet.Responds to questions from callers and walk-ins, directing the calls and customers to appropriate ICT staff as necessary.Opens service tickets for repairs to computer equipment and peripherals, office equipment, furniture, and similar items, and monitors the status of each request through completion.Helps ICT Management in maintaining equipment inventory.Performs other ICT-related administrative duties as assigned by ICT Management.Accepts general responsibility for the computer lab: stocks paper and toner in printers, pushes in chairs, selects recycling paper, fills staplers with staples, etc.Administrative:Creates and modifies documents, budgets, and other communications using a variety of office productivity software packages, including Microsoft Office and Google tools.Performs general duties as photocopying, mailing, and filing.Maintains hard copy and electronic filing system.Collects and distributes general mail.Purchases and stocks office supplies.Coordinates purchasing and maintains budget control records.Operates a personal computer to access email, electronic calendars, and other office support software.Uses various software applications, such as spreadsheets and relational databases, to assemble, manipulate, and format data and reports.Knows the standards, policies, and procedures, which may include familiarity with other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.Assist the Director of ICT with scheduling appointments, translation, and other administrative tasks.Submit and reconcile expense reportsExpatriates Support: In collaboration with ICT and Human Resources (HR) colleagues, supports expatriates in the selection and installation of home cable TV, Internet services, and Mobile Devices and Plans.In collaboration with ICT and HR colleagues, coordinates cancellations/changes of service packages and address changes of cable TV & internet services.Process billing for all these services.Maintains electronic and payment records of all services.Certifications and EducationBachelor's Degree in Business Administration, IT Management, or equivalent AreaKnowledge, Skills and AbilitiesAdvanced English LevelProven experience as an Administrative Assistant.Knowledge of office management systems and procedures.Working knowledge of office equipment, like printers, IP phones and copiers.Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)