SWAN is seeking a responsible, accurate and communicative person for a part-time position of Administrative Assistant. The Administrative Assistant will be working under a direct supervision of the Executive Director and is responsible for managing SWAN office procedures and other tasks assigned by the Executive Director.

The Administrative Assistance must be a citizen or resident of Hungary. The Administrative Assistant should be committed to advance SWAN goals and mission and respect confidentiality of SWAN members.

Duties and responsibilities:

1. Internal and external communication and project-related activities

process incoming correspondence, including faxes and e-mails and transfer to appropriate staff member;
maintain and update SWAN website and Facebook account and distribute the newsletter to the network;
maintain and update SWAN’s list-serve;
maintain and update national/international partners and media contact database;
attend meetings as required; prepare and distribute meeting agendas, materials and minutes;
act as intermediary between SWAN and local bodies, suppliers, service providers, banks, etc;
draft interim and annual project reports;
maintain travel arrangements and logistics for project related trips and meetings;
address visa and tax issues of foreign staff and consultants.

2. Office supplies, systems and other needs

Plan and organize office layout and keep order;
Order office supplies and furniture;
Monitor office needs;
Arranges for repair of office equipment;
Maintain office records, including staff and partner information, suppliers and service-provider contacts.
Ensure effective and safe transfer and storage of files and records, including back-up of files and update of office software
Oversee all aspects of general office coordination;

3. Financial administration (together with Accountant)

Keep track of office bills and regular payment;
Keep track of overall budget and costs;
Draft interim and annual financial reports;
Handle cash payments and bank transfers;
Prepare work contracts and formal agreements.

NOTE: The responsibilities of the Administrative Assistance are not limited to the tasks listed above, but will vary depending on the nature of SWAN projects.

Required qualification and skills:

College or university degree.
Knowledge of English (excellent oral and written) and Hungarian (native speaker)
Knowledge of Russian or other Slavic languages is a plus
Some experience in the sphere of office management and records keeping.
Computer literacy (Microsoft Office, email, internet, search engines, basic desktop publishing)
Good writing, analytical and problem‐solving skills
Knowledge of principles and practices of organization, planning, records management and general administration.
Ability to operate standard office equipment, including but not limited to, computers,
telephone systems, typewriters, calculators, copiers and facsimile machines.
Ability to follow oral and written instructions.
Ability to communicate effectively and work in a diverse, multicultural environment

Start date: October 13, 2011

Compensation: Please provide your quote for a 4 hour/day salary netto.

To Apply: Please send your CV in English, a reference letter (if available) and your quote to SWAN coordinator Aliya Rakhmetova at aliya.rakhmetova@swannet.org before Monday, 10 October, 2011.

A SWAN program munkatársat keres adminisztratív munkakörbe

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