Summary
Date Posted: Tuesday, August 16, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Summary:
The Administrative Assistant will be reporting to the Office Manager. S/he will provide administrative and logistics support services to personnel for the SAFE Project. S/he will assist the Office Manager ensure the smooth flow of the day to day office work.

Primary Responsibilities and Duties:
• Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;
• Assist the Office Manager in ensuring office upkeep in terms of needed repairs and daily cleaning;
• Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;
• Manage office filing system and handling official documents confidentially;
• Assist to arrange and coordinate staff retreats and office events;
• Help in the organization of conferences/trainings/workshops with maintaining schedules
• Coordinate the procurement of materials, supplies and equipment for the office;
• Assist the Office Manager to ensure that staff are well set up and comfortable in the office and surrounding premises;
• Assist the Office Manager in the management of the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;
• Coordinate all logistical support for staff and consultants including office setup, hotel accommodation and air ticket booking
• Conduct Hotel/Lodges bill/Phone/Internet and Air tickets invoice analysis
• Coordinate with Office Manager and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
• Coordinate with the Provincial Offices and ensure timely payment for airtime for Volunteers, Consultants, Strategic Information Assistants and other cadres on a monthly basis
• Assist the Office Manager to ensure safety and daily security of office premises;
• Coordinate the maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT);
• Assists the Office Manager in managing various service contracts for security, drinking water supply, generator maintenance, etc;
• Follow up on Utility Invoices and ensure that these are processed by Finance unit in a timely manner
• Undertake any other responsibilities, tasks or activities as required by the Office Manager

Desired Qualifications:
• Minimum of a Bachelor’s Degree in Business Administration, Public Administration or related field, with at least 3 years of office management experience.
• Excellent written and verbal English skills Required;
• Strong communication and interpersonal skills;
• Experience working with an international NGO preferred; and
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
To apply for this job email your details to saferecruitment@jsi.com 


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