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Administrative Specialist - Broadcast Centre

JOB DESCRIPTION

Admin specialist is the person to deal with the admin and logistics duties in a BC, such as travels of field teams, logistics necessities in the BC. Admin specialist reports to Representative of BC.

KEY RESPONSIBILITIES

  • Ticket, hotel and car rental arrangements of news teams travelling abroad.
  • Guest trafficking, arranging their cars/taxi to come and go BCs
  • Assisting Bureau accountant for small purchases to BC
  • Handling the issues with building management for bureaus civil work problems.
  • Assisting Bureau accounted on any request
  • Arrange of permissions of a bureau and accreditations of crew

KEY SKILLS, EXPERIENCE AND EDUCATION

  • Graduate of a BS, preferably studied on business administration- accounting.
  • Fluent oral and written local language and English
  • 5 to 7 years experience
  • Understanding of accounting, HR and local laws related with the activities of a foreign representative office.

OTHER RESPONSIBILITIES

Responsible for all administration aspects of the association headquarters, staffing, facilities, telecommunications, database management, fulfilment, purchasing, shipping/receiving, etc. Budget development and implementation and management of Administration Division, Support Services Department and Employment Services Department. Strategic Planning Management Team member in conjunction with the Board of Directors. Development of business plans and operational plans annually tied to the association strategic plan and the annual budget.

Directs the Human Resource/Personnel function of the association including employee policy handbook, performance appraisal, grievance procedures, discipline, policy and procedure development and implementation of same, benefits administration, payroll, position posting, screening and interviewing all candidates, temporary staffing requirements, etc.

Liaison to the Board of Directors including attendance at all Board meetings, taking the official minutes of the Board meetings, agenda development, Board motion log and manual, etc. Liaison to all Board Administrative committees, including Nominating, Awards, Human Resources, and Executive. Liaison to the Employment Services committee through the Employment Services Department.

Responsible for facilities management, fulfilment, shipping/receiving, mailroom, inventory control, on-site and off-site storage, purchasing and telecommunications system.

TASK DESCRIPTION

ADMINISTRATION

  1. Facilities management
  2. Shipping, receiving and fulfilment
  3. Inventory control
  4. Support Services Department
  5. Employment Services Department
  6. Board of Directors including election process, new board orientation, board meeting attendance and taking of official minutes
  7. Liaison to association attorney for legal aspects of association administration
  8. Budget development and management
  9. Staff and member travel
  10. Confidential records of the association

HUMAN RESOURCES

  1. Development of corporate polices and procedures and oversee implementation of same
  2. Salary administration and benefit programs
  3. Payroll
  4. Personnel records/documentation
  5. Position posting, screening and interviewing candidates
  6. New hire orientation program; exit interview program
  7. Employee programs and activities

BOARD OF DIRECTORS

Liaison to Board of Directors including attending all Board meetings, taking official minutes of same, contract/arrange for hotels, meeting space, meals, travel, etc. Prepare official Officer/Director ballot, bylaw change ballot, liaison to Committee for verification of ballot results.

Responsible for arrangements for Annual Business Meeting, international dignitaries, international representatives to annual meeting, etc.

SUPERVISION
Under administrative direction. Establishes own standard of performance within overall policy or budgetary limits and with direct accountability for final results. Virtually self- supervising. 

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