Administrative Assistant

Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Extensive software skills, Internet research abilities and strong communication skills are required. Staff in this category may also have the title of department. Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

Responsibilities

  • Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.

  • Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.

  • Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.

  • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

  • Provides information by answering questions and requests.

  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

  • Completes operational requirements by scheduling and assigning administrative projects; expediting work results.

  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

  • Contributes to team effort by accomplishing related results as needed.

  • Answer general phone inquiries using a professional and courteous manner

  • Direct phone inquiries to the appropriate staff members

  • Reply to general information requests with the accurate information

  • Greet clients/suppliers/visitors to the organization in a professional and friendly manner

  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents

  • Sort incoming mail, faxes, and courier deliveries for distribution

  • Prepare and send outgoing faxes, mail, and courier parcels

  • Forward incoming general e-mails to the appropriate staff member

  • Forward voice mail from the general mailbox to the appropriate staff member

  • Purchase, receive and store the office supplies ensuring that basic supplies are always available

  • Code and file material according to the established procedures

  • Update and ensure the accuracy of the organization's databases

  • Back-up electronic files using proper procedures

  • Provide secretarial and administrative support to management and other staff

  • Make travel, meeting and other arrangements for staff

  • Coordinate the maintenance of office equipment

  • Use computer software to prepare invoices and financial statements

  • Code and file financial material according to established records management procedures

  • Process accounts payable ensuring timeliness and accuracy of information

  • Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup

  • Prepare accurate bank reconciliations and deposits

  • Administer petty cash according to established procedures

  • Assist with financial reports as required

  • Month end duties as required

  • With the Executive Director, prepare meeting agendas and supporting material for distribution

  • Ensure the timely distribution of material to the Board

  • Support the Board with meeting, travel and other arrangements

  • Draft minutes of Board meetings for review by the Executive Director

  • Create action list for management staff from board meetings

Requirements

  • Age not more than (35)

  • Qualification level of a Bachelor's degree Business Management/ Business Administration or equivalent

  • Minimum 5 years of working experience in administrative field

  • Excellent command of English (4 skills) – (Relevant Certificate Required)

  • Proficient in utilizing of MS Office Software (Word, Excel, PowerPoint, Outlook), E-mail, Internet and capable of typing both English and Myanmar as well as proficiency in the use of computer data-mining and spreadsheet programs

  • Able to work under pressures and challenging situations

  • Able to work well with a wide range of people from different parts of the business

  • Have good presentation skills

  • Able to work overtimes if required

  • Communicate effectively in the business environment

  • Integrate skills from a number of disciplines, including accounting, economics, law and management

  • Exercise critical-thinking methods to identify and solve problems

  • Administrative management requires professionals with financial,

  • organizational and interpersonal skills.

Personal Attributes

  • Self-motivation, determination and confidence in your abilities

  • Ability to divide your time between work and study

  • Meticulous attention to detail

  • Numeracy and a strong aptitude for mathematics

  • Excellent problem-solving skills

  • A keen interest in the financial system

  • Ability to work to deadlines, under pressure

  • Ability to work on your own initiative and as part of a team

  • Strong IT skills

  • Excellent interpersonal and communication skills, including good presentation and report writing skills

Other Information

  • Salary: USD (200) (Equivalent Kyats) or DEPENDENT ON APPLICANT'S QUALIFICATIONS

  • Job Type: Full Time,

  • Contract Type: Fixed-Term Contract

  • Benefits: Variable Bonuses ( Performance, Allowances and etc.)

  • Location: Central Tower (Kyauktada Township, Yangon)

  • Working hours: 9am to 5.30pm, Monday through Saturday except for Saturday which is 9am to 3.30pm

 

How to Apply?

Interested persons should submit CV with application letter with original hand writing, passport size color (2) photo (within three months taken), copies of NRC Card, Labour registration card, Graduation certificate. Clearance certificate from respective ward & police Station, working experience and other relevant certificate together with supporting documents, expected salary, contact phone number to No.(79/81), Room #705~706 & 904, Central Tower, Corner of Anawrahta Road & 39th Street, Kyauktada Township, Yangon by personally (or) please email a copy of your detailed resume in MS Words format to recruitment@winthein-sons.com Please do specify application post (or) use apply form.