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Executive Assistant/Office Manager

11:37:00 AM
About SNV USA
SNV is a not-for-profit international development organization. Founded in the Netherlands nearly 50 years ago, we have built a long-term, local presence in Asia, Africa, and Latin America. Our advisors work with local partners to equip communities, businesses, and organizations with the tools, knowledge, and connections they need to increase their incomes and gain access to basic services. SNV works to empower people to break the cycle of poverty and guide their own development by engaging local partners to achieve results in inclusive business, value chain development, and impact investing. 
SNV USA provides innovative solutions in Agriculture, Water, Sanitation and Hygiene, and Renewable Energy to 38 developing countries worldwide. An affiliate of SNV, we are a registered non-profit organization, connecting North American partners to sustainable global development. SNV USA has formed a number of exciting partnerships with prominent donors, such as USAID, USDOS, USDOL, UNICEF, the World Bank, the Bill and Melinda Gates Foundation, Master Card Foundation, Dubai Cares, the Clinton Global Initiative and the Ford Foundation.
Position Description
The Executive Assistant/Office Manager will be responsible for the administrative and organizational management of the office.  The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs.  This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with SNV staff in the headquarters office in The Hague as well as in the various developing countries where SNV is present.
Key Responsibilities 
  • Assist the Executive Director with his daily schedule and duties, to include managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
  • Provide general administrative support to the SNV USA team to include. 
    • Receiving and interacting with visitors;
    • Answering and managing incoming calls;
    • Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
    • Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
    • Drafting correspondence and presentations;
    • Recording, transcribing, and distributing notes/minutes of meetings; and
    • Providing other daily support to staff as needed.
  • Perform general office/facilities management duties to include:
    • Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
    • Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
    • Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
  • Assist with various payroll and human resources functions to include:
    • Entering new employees into the payroll system;
    • Maintaining required and voluntary payroll deductions in the payroll system;
    • Perform initial processing of bi-weekly payroll, including timesheet review;
    • Running supplemental payroll reports as needed;
    • Ordering background checks on potential new hires;
    • Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms; and
    • Maintaining human resources files in accordance with laws, regulations, and established standards.
  • Coordination of recruiting
    • Liase with recruiters to ensure they have information needed.
    • Posting position openings to job sites and managing flow of incoming candidate applications;
    • Coordinate interviews
    • Store job descriptions
  • Perform accounts payable processing and other basic accounting functions to include:
    • Reconciling invoices and filling out payments request with proper coding;
    • Assist with entering and processing approved payments;
    • Developing and maintaining files; and
    • Developing and maintaining various financial databases and reports. 
Skills and Experience
  • 4+ years of solid administrative experience in an office setting;
  • Prior experience with international development and/or non-profit organizations, and/or working in a start-up business environment (preferred);
  • Excellent verbal and written communications, networking, and presentation skills (in English); 
  • Excellent organizational skills and attention to detail;
  • Demonstrated ability to manage complex tasks and  prioritize competing demands in order to meet deadlines;
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); and
  • Foreign language skills in French (preferred).
Personal Characteristics
The successful candidate will be:
  • Committed to, and enthusiastic about, the mission and vision of SNV;
  • A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
  • Outgoing, straightforward, and creative;
  • Able to work independently and take initiative;
  • Results oriented;
  • An adaptable, flexible problem-solver;
  • Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and
  • A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
To Apply
SNV USA is an Equal Opportunity Employer. SNV encourages applications from qualified persons of every race, ethnicity, national origin, religion, sex, age, veteran status, sexual orientation, and disability.
Closing date: 
Wednesday, April 30, 2014

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