K&I ADMINISTRATIVE OFFICER FR/ANG

Our client is an international association specialized in the public transports sector.

RESPONSIBILITIES & TASKS     

Support K&I Director and Deputy Director for any administrative tasks 

Travel support: travel booking (flights, trains, hotels) for the K&I Director and Deputy Director 

Travel & expenses claims for K&I Director and Deputy Director – including Visa Statements  Act as the main point of contact for any administrative and logistic issue related to the K&I department 

Support the organisation of the K&I Department meetings and other related activities organised within the Department 

Main point of contact with Finance department for invoicing issues and travel & expenses claims, including visa statements 

Mail: receiving mail for K&I Department and dispatching in colleague’s tray; sending documents by mail, preparing envelope, drafting short letters explaining content of the letter when necessary.  

Business cards orders  

Update of K&I Organisational Chart, Outlook titles 

Setting up new colleagues (checking desk and PC arrangement, ensuring that everything is in place to welcome them) 

Centralise and organise administrative documents 

Filing, stationaries, supply orders 

Liaise and cooperate with unit officers for administrative support per unit 

Follow and respect internal procedures and policies 

Perform any other reasonable duties as directed by line management 

The above responsibilities shall be performed according to the internal  culture based on RISE values (Respect, Innovation, Sharing, Expertise), the code of conduct, and on the principles of caring management.  This implies providing the colleagues employees with support ensuring their development and well-being, while being responsible for enforcing corporate policies and procedures standards. 







 

PROFILE 



Excellent organizational skills and multi-tasking abilities 

Hands on experience with MS Office, Internet and Excel 

Excellent knowledge of English and French (oral and written). Solid knowledge of a third language is an asset 

Understanding of office management and daily operations 

Experience of delivering work of high quality within strict deadlines 

Ability to build effective working relationships with internal and external stakeholders to work collaboratively to achieve objectives 

Problem-solving attitude and sense of initiative 

Strong ability to work flexibly and autonomously to meet/manage changing priorities for the unit and/or the Department 

Ability to travel and to work under pressure (mainly for on-site events) 

Team player 

Attentive to details 

Proactive

Knowledge of Efficy (CRM) is an asset 

Integrity and professionalism