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 ~~organisation~~. One or more people may have this role either as full-time or part time. The related tasks are described below grouped in different categories:

'''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.

~~==Administrative 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.

~~==Specific Tasks related to supporting the Humanitarian Affairs Unit==~~

*Assisting lawyers in taking personal data of new clients;

*Research on an as needed basis.

~~==Administrative Tasks related to supporting the 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;

*Organize and store paperwork, documents and computer based information;

==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;

==~~Administrative~~ Tasks related ~~to supporting the Financial Unit~~==

==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.