Administrator

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

• Follow, ensure, and communicate organizational policies, procedures and office rules to all associates;
• Training and briefing new associates;
• 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
• Invoicing;
• Order and maintain stationary and equipment supplies.

The following people have served this role:

Annagrace Messa

Danielle Alexis Cosgrove

Emily Efthivoulou

Fatema Islam

Georgina Siitta Achilleos

Ilaria Cardascia