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Administrative Assistant  (Beijing Program Office)
Job Description
　

Position Name       Administrative Assistant

Reports to              Project Administrative Officer

Position Summary

The Beijing Program Office of China-Canada Agriculture Development Program requires an Administrative Assistant carry out certain responsibilities related to the needs of the projects. The Administrative Assistant will work under the supervision of Program Administrative Officer and will be primarily responsible for office duties and providing training assistance related to the implementation of the Small Farmers Adapting to Global Market Project (SFAGM), Sustainable Agriculture Development Project Phase II (SADP II) and the Livestock Health Extension Service Project (LHESP) as deemed necessary.

Duties and Responsibilities

The Administrative Assistant under contract to Agriculture & Agri-Food Canada (AAFC), will and will be responsible to:

1. Administration and communication

• Attend to telephone exchange system, taking messages, forwarding calls and where necessary, screening callers;

• Ensure that all incoming phone calls are handled in an efficient and courteous manner;

• Edit the after hours answering machine and action recorded messages;

• Monitor and control security access door;

• Attend courteously to visitors and ensure that proper security procedures are followed strictly;

• Attend to courier dispatches by telephoning the courier and raising the necessary documentation;

• Accept and sign for courier and other deliveries, enduring the same is delivered to the appropriate persons;

• Assist in coordination and preparation of projects communications and desktop publication;

• Help massive mailing by folding collating into envelopes or as otherwise requested;

• Maintain a neat and organized reception area;

2. Training

• Provide training assistance as needed, i.e. itinerary draft, selection criteria, distribution to partner ministries, visa processing, etc.

• Assist in preparation of Powerpoint presentations and other training materials as required;

• Prepare and finish Training Checklist before training delivery;

• Assist in the training activities as needed;

• Keep the training database updated;

• Update training material list;

• Sort training materials and publications, maintain an inventory of such and display them on bookshelves;

3. Logistic

• Performs typing and transcription duties as required;

• Assist in coordinating meetings/appointments related to training;

• Coordinate scheduling and calendars updates with AAFC, Ottawa;

• Book hotels and airlines/train tickets and other transportation;

• Format/edit project documentation as required;

• Solicit letters of invitation for Canadian STTAs as required;

• Set up working file for each Canadian STTA, including Checklist and Information Sheet;

• Inform AAFC Ottawa office of BPO staff/STTAs travel schedule;

• Assist in STTAs’ personal matters related to mobilization and demobilization as needed;

• Arrange for pick-up service;

• Assist with development and management of project web-site;

Qualifications and Minimum Requirements

    1. College Graduate;

    2. Proficiency in both spoken and written English and Chinese;

    3. Ability to access e-mail, electronic calendars, and other office support softwares;

    4. Typically requires one year of related experience;

    5. Outgoing personality. Highly organized. Pleasant, courteous and helpful;

    6. Professional appearance and presentation.