About the role 

Orbeliani Georgia is looking to hire a dedicated Administrative Assistant to join team. The Assistant will support the Project Manager and provide essential administrative support, including documentation management, communication with idea authors, scheduling, data entry, and task tracking, to ensure the project runs smoothly and efficiently. The Assistant helps maintain order and facilitate effective communication, contributing to the project's success. 

To succeed as an Administrative Assistant, you should be able to think creatively, and have excellent organisational, communication and interpersonal skills. At least 1 year of experience as an Administrative Assistant. Administrative, logistical, organisational or equivalent experience in a similar role is strongly desired.

Responsibilities 

Documentation and Record-keeping: Administrative assistant is responsible for organising and maintaining project documentation, such as meeting minutes, project plans, schedules, and reports. They ensure that all project records are accurate, up to date, and easily accessible to team members. Management of the document circulation of the organisation. Preparation of various administrative documents and, if necessary, translation. Provision of contracts and related documentation.

Scheduling and Coordination: Schedule meetings, appointments, and project-related events, and coordinate logistics for these activities. This includes booking meeting rooms, online meetings, monitoring missions, field visits, arranging for necessary equipment, and notifying team members about important dates and deadlines.

Data Entry and Reporting: Responsible for data entry and maintaining databases related to the project. This can include inputting project expenses, calendar, tracking project progress, and generating reports for project managers or stakeholders.

Meeting Support: Assist in setting up and managing project meetings, including preparing agendas, distributing materials, and taking minutes. This helps ensure that project meetings are productive and that decisions and action items are well-documented.

Orbeliani Meti ideas: Provision of contracts and related documentation. Support Orbeliani in idea competition, call for proposals and communicate with idea authors. Assistance in the procurement part for idea authors.

In general: Support of the grant application prepared by the program manager in the administrative part. Administrative support for urgent needs of the organisation.

Candidate requirements 
●Student or Bachelor degree in related field (public administration, management, logistics etc).
●1 year of experience in a similar position is required.
●English Language on advance level required.
●Experience with Document Management, should be proficient in handling project-related documents, records, and information management.
●Effective written and verbal communication is essential for coordinating with team members and stakeholders.
●Problem-Solving Abilities: Administrative assistants should be capable of resolving logistical or administrative challenges that may arise during the project.
●Attention to Detail: Precision in tasks like data entry, record-keeping, and documentation is vital.
●Scheduling and Coordination: Proficiency in scheduling meetings, managing calendars, and coordinating logistics for project events.
●Experience with Office Tools: Competency in using software and tools such as Microsoft Office, project management software, and databases.
●Financial Administration: Familiarity with budget tracking, expense management, and processing financial transactions.
●Meeting Support: Skills in preparing meeting agendas, distributing materials, and taking minutes during project meetings.
●Adaptability: The ability to adapt to the changing needs of the project and tackle unexpected challenges.
●Previous Experience: Demonstrated experience in a similar role is strongly desired, as it indicates the ability to perform these tasks effectively.

Location & commitments 
●Location Tbilisi, Georgia, sometimes required to visit regions of Georgia
●Working 100 %
●Insurance
●Communication costs

●All interested candidates should send their CV on email Orbelianigeorgia@gmail.com. 

Deadline: 26 October 2023

source: Orbeliani Georgia