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Administrator: Difference between revisions
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'''Administrators''' are individuals who hold or have held the role of Office or Organization Administrator, either as full-time, or part-time or as volunteers. This role is key to the smooth operation of the | '''Administrators''' are individuals who hold or have held the role of Office or Organization Administrator, either as full-time, or part-time or as volunteers. This role is key to the smooth operation of the organization. One or more people may have this role either full-time or part-time. The related tasks are described below grouped in different categories: | ||
==Tasks related to supporting the general function of the organization== | |||
* Ensure the smooth running of daily operations; | |||
* Attend meetings, take minutes and notes; | |||
* Filing documents, organizing and keeping an updated filing system; | |||
* Devise and maintain office systems; | |||
* Book and organize facilities for conferences, activities and meetings; | |||
* Ensure that all offices and all common spaces are in order and as they are supposed to be; | |||
* Ensure that furniture, chairs, equipment and framed images on the walls remain in place as they have been originally placed; | |||
* Organize and store paperwork, documents and computer based information; | |||
==Tasks related to shopping== | |||
* Order and maintain kitchen, cleaning and bathroom/toilet materials | |||
==Tasks related to external communication== | |||
* Handling incoming calls, taking and distributing messages; | |||
* Sort and distribute incoming post, organize and send outgoing post; | |||
* Keep the organizational calendar up to date; | |||
* Liaison with all units and external contacts. | |||
==Technical Tasks | |||
====Monitoring all websites==== | |||
This task will require DAILY ATTENTION for about 10-20 min to check that all websites are online and working properly. Any problem identified must be reported to CEO immediately. | |||
==Tasks related to supporting associates and newcomers== | ==Tasks related to supporting associates and newcomers== | ||
*Follow, ensure, and communicate organizational policies, procedures and office rules to all associates; | * Follow, ensure, and communicate organizational policies, procedures and office rules to all associates; | ||
*Training and briefing new associates; | * Training and briefing new associates; | ||
*Assist associates with grant applications; | * Assist associates with grant applications; | ||
== | ==Tasks related Financials== | ||
*Coordinate with the Financial Controller in the organizations daily expenditures and budgets, as well as the acquisition of third party services | * Coordinate with the Financial Controller in the organizations daily expenditures and budgets, as well as the acquisition of third party services | ||
*Invoicing; | * Invoicing; | ||
*Order and maintain stationary and equipment supplies. | * Order and maintain stationary and equipment supplies. | ||
