Administrative Specialist

The USAID-funded Clean Cities Blue Ocean (CCBO) project in the USA, implemented by Tetra Tech International Development, is currently accepting expressions of interest for Administrative Specialist. This position will be located in Sri Lanka.

The Administrative Specialist will provide administrative, procurement, and logistical support to the project staff in Sri Lanka and in Maldives. He/she will coordinate with the Finance and Admin Manager and the Tetra Tech business office on administrative and operational support tasks.

Responsibilities:

Project/Office Management

*Lead in administrative support to the project following established policies and procedures, and recommend improvements to these policies and procedures, as required.

*Provide technical support to CCBO staff to understand procedures and support compliance.

*Ensure the smooth operation of the office by maintaining sufficient supplies and good operation of equipment.

*Serve as point person for office facilities questions.

*Plan and Coordinate staff meetings, take notes at meetings and prepare meeting rooms with communications devices as required.

*Coordinate with the staff in Maldives to compile any critical business meeting notes/minutes

*Respond to calls and host visitors

*Be in charge of program event coordination and support the team for the planning, organization, and implementation of specific events.

*Monitor condition of office, including leading and coordinating collaborative effort to ensure the office space is clean and is always presentable for visitors.

*Assist Country Director in managing and organizing meetings and appointments.

*Draft letters and briefing check lists

*Upload CCBO Sri Lanka and Maldives photographs to the CCBO urban Link and other relevant sites

*Maintain employee leave records in Sri Lanka and in Maldives and provide to the management when required.

*Act as the liaison person in between CCBO staff and Insurance service providers in the submission of invoices for claims and receipt of the payments; maintaining proper records.

*Safeguard and ensure the office equipment and property and manage the regular maintenance.

*Keep records for the use of common equipment and property of Sri Lanka and Maldives (Camera, Projector, Dongle, etc.) and keep under custody after use.

*Maintain the office stationery inventory records; supply staff when required and place the purchase requisitions to maintain the stocks all the times.

*Coordinate with the staff in Maldives to compile any critical business meeting notes/minutes

Procurement

*Complete and/or review purchase requisitions, assist in identifying potential vendors, gather and/or support gathering of price quotations.

*Prepare purchase orders, and other documentation as required.

*Ensure documents are routed in a timely manner and approvals are in place prior to moving to next step in the procurement process.

*Complete the vendor and subcontractor due diligence including Anti-terrorism Verification report running before engage with them.

*Coordinate and support any procurement requests of Maldives staff when required

*Coordinate and support procurement requirements of Maldives grantees as request by the Country Director.

Invoice Processing and Accounting

*Act as the custodian to the CCBO project office petty cash and maintain petty cash payments and replenishment on time as per procedure.

*Submit invoices for payment. Follow-up as required to ensure timely payment.

*Create Disbursement Vouchers in Salesforce and submit all supporting documents.

*Complete transactions entries in QB Online and support Finance and Admin Manager in the account reconciliations.

*Support Finance and Admin Manager in maintaining office filing system.

Travel/Logistics

*Assist staff with booking airline/ vehicles and lodging reservations, as required.

*Route/monitor flow of travel documentation to ensure proper completion and approvals consistent with the travel policies and procedures.

*Assist project team with arrangements for visas and other travel documentation, as required.

*Monitor and update travel calendar to ensure that it is kept as accurate as possible.

*Assist with travel advance & travel expense reporting and/or support timely travel expense reporting. Monitor outstanding travel expense reporting.

*Be familiar with government travel regulations.

Other

*Act as Office Safety and Security Coordinator.

*Provide support to country office, as required, in the area of office administration, procurement, travel policies and procedures, and logistics

*Other duties as assigned by the Finance and Administration Manager and Country Director.

QUALIFICATIONS

*Proven admin specialist experience

*Knowledge of office management systems and procedures

*Excellent time management skills and ability to multi-task and prioritize work

*Attention to detail and problem-solving skills

*Excellent written and verbal communication skills

*Strong organizational and planning skills

*Proficient in MS Office

*At least 3 years of experience in the field of office administration, procurement and in a related area.

*A bachelor’s degree holder in business administration, management, finance, and accountancy is preferred.

*Fluency in English and other local languages are preferred.

How to apply

To be considered applicants must submit the following as part of the online application process:

* Cover Letter

* CV in reverse chronological format

Please indicate where you saw Tetra Tech’s IDS ad posted.

Apply on-line at: https://bit.ly/3TxTvV7

Please ensure that your Cover Letter and CV/Resume are uploaded and submit only the requested documentation as part of your application. Incomplete applications and/or corrupt files may delay processing of your application or remove you from consideration. Applications that do not meet the minimum requirements listed above will not be considered. No phone calls will be accepted.

At Tetra Tech, health and safety play a vital role in our success. Tetra Tech’s employees work together to comply with all applicable health & safety practices and protocols, including health orders and regulations related to COVID-19 that are mandated by local, state and federal authorities.

Tetra Tech is a leading provider of consulting, engineering, and technical services worldwide. Our reputation rests on the technical expertise and dedication of our employees – 21,000 people working together across disciplines and time zones to provide smart, sustainable solutions for challenging projects. We are proud to be home to leading technical experts in water, environment, infrastructure, resource management, energy, and international development. Tetra Tech combines the resources of a global, multibillion-dollar company with local, client-focused delivery in over 450 locations around the world. We offer competitive compensation and benefits and are searching for innovative people to join our teams. We are an equal opportunity employer: EOE AA/M/F/Vets/Disability.