Project Assistant Intern - BRIDGE+ project-

ROLE DESCRIPTION:Office and general Administration ServicesManagement of office equipmentMaintaining a clean and enjoyable working environmentCoordinates office management activities for the BRIDGE senior management and partners.Compiles, assimilates, and prepares confidential and sensitive documents and briefs the BRIDGE management and partners regarding contents.Fleet Management Coordinate domestic and foreign travel arrangements, prepares itineraries, prepares and compiles travel vouchers, and maintains all travel records.Manage Drivers to provide transportation service for BRIDGE team & Partners also.Oversee the fleet's vehicles, work with the BRIDGE management and project team to make sure deliveries and jobs are completed on time.Preparation of all matters concerned with travel outside and inside the country.Secretarial and communication ServicesTo deal with correspondence promptly and as required including distribution of invoices received, payment queries, communication received from suppliers, contractors and the bank or donors or staff or governments or others.Reads and screens incoming correspondence, makes preliminary assessment of the importance of materials and organizes documents, and forwards appropriate materials to the BRIDGE COP and team. Event management Arrange programme meetings and book meeting venues, facilitate workshops, conferences, and related program engagements.Updates BRIDGE and partners on status of issues before scheduled meetings.Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings as required. Track authorizations and correspondence.Financial administration and accountingAssist processing of payments and financial report filing and correspondences.   Support and organize schedules in the process of preparation of annual audit and be a liaison with all outside vendor.Provide administrative support to distribute and share with relevant staff copies of all grant documentation (grant proposals, reports, budget etc.).Ensure comprehensive grant files are maintained up to date and are available for use.Organizational EffectivenessProvide administrative support to increase the effectiveness and efficiency of Support Services through improved communication and relation to each function (HR, IT, Finance) as well as coordination and communication between functions.Provide administrative supports in the effort to various initiatives in the management team and organizationally that contribute to long-term operational excellence.Provide all general and specific administrative supports to BRIDGE programme in general.Contract AdministrationOversee the preparation and revision of contracts that involve the purchase of sale of goods and services.Handle the acquisition, distribution, and store of equipment and supplies for BRIDGE team.Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.Track payments and deadlines, and follow up with relevant functional units including finance, HR, logistics and administration office.