Responsibilities

Under the supervision of the Managing Director the incumbent will be responsible for the following duties;

General Administration

• Provide administrative support to ensure efficient operation of the office;
• Schedule meetings and manage information flow to partners seeking information about the organization;
• Carry out administrative duties including minute taking, filing, report writing;
• Organizing and ensuring the Director and Deputy are well prepared for meetings.
• Assigning and scheduling administrative assignments and expediting administrative process;
• Make travel arrangements for staff – this includes travel, visas and accommodation as necessary.;
• Ensure smooth operation of equipment through preventative maintenance, maintaining equipment inventories and evaluating new equipment and techniques;
• Manage information flow and draft routine personalized correspondences;
• Compile office expenses and prepare monthly or quarterly reports.

Contract administration

• Assist in day-to-day administration of contracts between the client, and consultants and vendors;
• Processes the invoice payments of contractors and consultants;
• Oversee any other clerical assignments

Human Resource

• Enter, maintain and certify administrative data and records in electronic information systems;
• Review and retire cash -related claims and reports;
• Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with the leadership team as necessary;

Academic Qualifications

• A bachelor’s degree in secretarial studies or other course that gives one qualifications of a certified administrative professional;
• Training in IT and computer technology;
• At least three years (3) years as an administrative assistant in a high paced, multi-cultural institution.
• Training on formal communication and writing will be an added advantage;

Technical skills and abilities

• Excellent interpersonal skills and ability to work successfully as part of a diverse team.
• Excellent creativity and high-quality writing skills.
• Proficiency in MS Office Knowledge, accounting software, database management.
• Possess the relevant technology and IT skills including scheduling s prioritization software, presentation software, graphics software, email, use of spreadsheets among others.
• Ability to analyze information and make rational decisions.
• High efficiency and professional conduct.
• Capacity to work in a high paced environment.
• Ability to multi-task without compromising the quality of processes and outputs.
• Possess good grammar and ability to express him/herself in written and spoken English language.
• Maintains discretion and confidentiality.
• Exhibits polite and professional communication.
• Ability to work independently with minimum supervision.

Responsibilities

Under the supervision of the Managing Director the incumbent will be responsible for the following duties;

General Administration

• Provide administrative support to ensure efficient operation of the office;
• Schedule meetings and manage information flow to partners seeking information about the organization;
• Carry out administrative duties including minute taking, filing, report writing;
• Organizing and ensuring the Director and Deputy are well prepared for meetings.
• Assigning and scheduling administrative assignments and expediting administrative process;
• Make travel arrangements for staff – this includes travel, visas and accommodation as necessary.;
• Ensure smooth operation of equipment through preventative maintenance, maintaining equipment inventories and evaluating new equipment and techniques;
• Manage information flow and draft routine personalized correspondences;
• Compile office expenses and prepare monthly or quarterly reports.

Human Resource

• Enter, maintain and certify administrative data and records in electronic information systems;
• Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with the leadership team as necessary;

Academic Qualifications

• Currently pursuing or obtained a bachelor’s degree in secretarial studies or other course that gives one qualifications of a certified administrative professional;
• Training in IT and computer technology;
• Training on formal communication and writing will be an added advantage;

Technical skills and abilities

• Excellent interpersonal skills and ability to work successfully as part of a diverse team.
• Excellent creativity and high-quality writing skills.
• Proficiency in MS Office Knowledge, accounting software, database management.
• Possess the relevant technology and IT skills including scheduling prioritization software, presentation software, graphics software, email, use of spreadsheets among others.
• Ability to analyze information and make rational decisions.
• High efficiency and professional conduct.
• Capacity to work in a high paced environment.
• Ability to multi-task without compromising the quality of processes and outputs.
• Possess good grammar and ability to express him/herself in written and spoken English language.
• Maintains discretion and confidentiality.
• Exhibits polite and professional communication.
• Ability to work independently with minimum supervision.