Documentary Intern

Description

Position Summary: Provides comprehensive administrative and secretarial support, ensuring efficient management of documentation, calendars, and daily operational activities of the company. Key Highlights: 1. Key administrative and secretarial support for management and departments. 2. Document management, calendar management, and meeting coordination. 3. Assistance with procedures, procurement, and liaison between departments and suppliers. **Purpose of the Position:** To provide administrative and secretarial support to management and company departments, ensuring orderly document management, visitor and call handling, calendar coordination, and assistance with minor procedures and procurement—enabling daily operations to proceed without interruption. **Requirements:** * 6 months of experience in administrative, secretarial, or office support roles (Desirable) * Intermediate-level Excel proficiency **Responsibilities:** * Receive, register, route, and archive physical and digital documents (letters, memoranda, orders, contracts), maintaining an updated and traceable filing system. * Draft and issue administrative documents: letters, memoranda, meeting minutes, certificates, and internal communications. * Track outgoing and incoming correspondence, including courier and messenger services. * Safeguard confidential documents in accordance with confidentiality and personal data protection standards. * Manage the supervisor’s calendar: meetings, appointments, visits, and travel. * Coordinate and prepare meeting rooms, materials, and refreshments as required. * Prepare meeting minutes and follow up on agreed actions and assigned pending items. * Prepare reports, charts, and simple presentations upon request from management. * Answer the main telephone line, institutional email, and visitors, routing inquiries to the appropriate department. * Serve as the administrative liaison between internal departments, clients, and suppliers. * Monitor and manage office supplies and commonly used materials inventory; generate replenishment requests. * Manage minor procurement: request quotations, compare suppliers, and process purchase orders through the responsible department. * Receive and verify invoices, delivery notes, and supporting documents; forward them to Accounting within established deadlines. * Assist in coordinating general services: cleaning, maintenance, transportation, and basic utilities. * Assist with administrative procedures before external entities when assigned. Application Question(s): * Indicate your district of residence * Indicate your age * Indicate your availability * State your salary expectations Work Location: On-site employment