Administrative Assistant

"MyForest.AM" environmental NGO is looking to fill in the position of Administrative Assistant who will provide administrative, documentation, coordination and operational support to the organization, ensuring the smooth and timely handling of administrative processes, correspondence, documentation, procurement-related paperwork, payments, data collection and reporting and other operational tasks.

Duration and Level of Effort

The position is full-time and office-based.

The Administrative Assistant is expected to work 40 hours per week, from 09:00 to 18:00, Monday to Friday , in accordance with the working arrangements of My Forest Armenia.

The place of work is the office/workplace provided by My Forest Armenia.

The contract duration shall be determined in accordance with the applicable employment agreement and project financing arrangements.

The Administrative Assistant is responsible for the following:

Register and maintain records of incoming and outgoing correspondence and documents, including receiving and sending letters and other official communications;

Prepare certificates, official letters, correspondence and other administrative documents, and provide translations when required;

Answer all incoming office telephone calls, identify the purpose of each call and direct callers to the appropriate specialist;

Support the organization of consultations, meetings, gatherings and other events

Prepare monthly donation reports and enter and maintain the relevant data in the CRM platform;

Register and maintain employee information in the accounting system and in the Electronic Reporting System;

Export and enter the relevant expense information into the office expenses database;

Support the NGO in the organization and implementation of events;

Follow up on payments and related documentation to ensure that they are prepared and processed in accordance with the required formats and procedures;

Prepare purchase requisitions and, when required, conduct price inquiries, consolidate and summarize the results, prepare contracts and acceptance acts, and follow up on their signing;

Maintain employee timesheets;

Prepare payment orders through the bank application and follow up to ensure their compliance with the approved budget;

Perform other reasonable duties and responsibilities that may be assigned from time to time in accordance with the needs of the organization.

Required qualifications

Higher education

Relevant experience in administrative, operational or project support roles;

Strong organizational and time-management skills;

Strong attention to detail and ability to maintain accurate records and documentation;

Good communication and interpersonal skills;

Ability to work independently and effectively as part of a team;

Ability to handle multiple tasks, prioritize responsibilities and meet deadlines;

Good knowledge of Microsoft Office, including Excel and Word ;

Experience with accounting, CRM or other administrative information systems is an asset;

Experience in procurement-related documentation, payment processing and invoice management is an asset;

Ability to work with confidential and administrative information responsibly;

Excellent knowledge of Armenian and English languages;

Adaptability and flexibility.

The objective of the assignment is to provide effective administrative and operational support to My Forest Armenia and its project activities, ensuring proper document management, communication, meeting and event support, procurement and payment documentation, employee records, reporting of donations, and compliance with applicable project and organizational procedures. The Administrative Assistant is expected to maintain effective communication and cooperation with internal staff, project teams, suppliers, service providers, and other relevant stakeholders.