Support Services
Support Services Unit’s responsibility is to ensure a smooth work running process through following the day-to-day operations, procurement, accounting operations, personnel, logistic support and IT services to ECIL’s beneficiaries and staff. Support Services serves all units & Centers related to ECIL NGO such as ECIL center, Capacity Building Unit, PATH center etc…
Position Title: Administrative & Front Desk Assistant
Department
Support services Unit
Reports To
Support Services Unit Leader
Position Purpose
The Support Services officer plays a critical role in ensuring the smooth operation of the Centre. He is the central point of contact for families, Interdisciplinary Team, and the Director, providing administrative support, managing resources, and streamlining daily operations.
Responsibilities and duties
Responsibility 1- Families, children reception and communication
- Prepares and Maintain Family Files (soft and Hard), ensuring accurate serial numbers an initial contact information.
- Schedules, monitors and communicates schedule for families (internal and external) and staff.
- Provides memos and updates to teams and Families to ensure effective Communication.
- Tracks Family attendance , Manages calendars and collects required signature.
Responsibility 2 – Administrative Staff Support
- Coordinates logistical arrangements for general meetings and trainings.
- Records employee attendance and annual leave.
- Facilitate the staff requests with the HR unit at ISF, in coordination with ECIL Director.
Responsibility 3 – procurement and accounting related tasks
- Generates invoices for different services (children, assessments, medical appointments, rental, insurance…).
- Assists ECIL Director in the procurement process for necessary supplies and services.
- Develops monthly budgeting reports comparing income and expenses.
Responsibility 4 – Information management and security data management
- Collaborates with IT experts or consultant companies on technical matters.
- Organize and secures ECIL Data , children’s archives, and shared files (soft and hard copies).
Academic and trade qualifications
Essential qualifications
- Bachelor’s Degree in Business Management or related field,
- Basic Computer literacy (word processing, spreadsheets, emails, records, and communication platform.
Desirable qualifications
- Proficiency or familiar with Database management, scheduling software, accounting basics.
Work experience and skills
Essential experience
- Proven experience in providing administrative support.
- Strong organizational and time-management skills.
- Customer service orientation.
Desirable qualifications
- Experience in a similar role within a healthcare, educational, or non-profit setting.
- Basic knowledge of HR administrative procedures
- Basic bookkeeping or accounting skills.
- Experience with data management and security protocols
- First Aid or basic safety training, this could be a valuable asset.
Personal qualities and behavioural traits
Essential qualities or behaviours
- Excellent communication skills (written and verbal).
- Problem-solving skills.
Desirable qualities or behaviours
- Attention to detail and accuracy.
