Job Description

BackgroundThe International Solar Alliance (ISA) is an international organisation, co-founded by France and India. The ISA is a 123-member-state organisation, headquartered in Gurgaon, Capital Region of India. At ISA, we strive to transition and transform the energy sector from a fossil-based to a zero-carbon solar energy source. We are establishing a dedicated cooperation platform among solar-rich countries where the global community, including bilateral and multilateral organizations, corporations, industries, and other stakeholders, can positively contribute to the transition to solar energy. We are helping our Member States meet their energy needs in a safe, convenient, affordable, equitable, and sustainable manner. The Administrative Assistant will perform the full range of office management and administrative support functions. S/he will deliver a wide range of business support processes and activities to facilitate effective service delivery. The Administrative Assistant will report to the Administrative Associate. Duties and Responsibilities1. Effective administrative and logistical support• Support in procurement of office equipment/items/stationery.• Prepare contracts, documents and manage agreement and signature processes;• Support implementation of procurement plan, as per direction of Procurement Committee;• Support the Supervisor with travel and hotel reservations, prepare travel requests, travel authorizations, etc., process requests for visas, identity cards and other documents;• Support management of transportation/travel arrangements for staff travelling for official purposes;• Reconcile and process travel vendor invoices and maintain travel records;• Assist in the coordination of service-wide activities (meetings, training, etc.), special projects and events;• Support organization of events, trainings and workshops including preparation of budgets, booking of meeting facilities and other services. 2. Office maintenance and assets management• Maintain records of ISA furniture and assets and property inventories;• Maintain files and records relevant to office maintenance;• Support proper upkeep of premises and services;• Ensure establishing and management of office facilities for new and existing staff. 3. Implementation of operational strategies• Respond to standard queries and provide timely and accurate guidance;• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources;• Manage and maintain records and databases, to ensure information is organized and readily available for staff;• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff;• Contribute to improvement of business procedures and processes;• Ensure smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures;• Attend meetings, prepares minutes, monitors follow-up activities;• Maintain files (both paper and electronic) and databases for work unit. Perform any other related duties in area of work, as assigned. QualificationsEducation: • Completion of secondary school education.• Bachelor’s degree in Arts, Science, Commerce, Engineering, Management, Business Administration, public administration or related field is desirable. Experience:• A minimum of five years of progressively responsible and relevant experience in administration, travel, protocol, procurement or related fields is required.• Relevant experience working with administrative software applications (such as Microsoft Outlook, SharePoint, Word, Excel, and Power Point) is desirable. Experience in using Enterprise Resource Planning (ERP) systems (such as SAP) for administrative related tasks, specifically in travel arrangement, protocol and procurement matters is desirable.