Job Summary

The Administrative Assistant is responsible for day to day logistics support, working in liaison with Procurement, Finance, IT, and the Program Coordinator. Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and organizational objectives.

Administrative Assistant (1 Position)

Responsible for office management and supervision of general office duties including hygiene maintenance and office security in coordination with the Accounts/Finance Personnel.
Responsible for general maintenance of offices
Organize and supervise activities of the office such as events, travel, conferences, office and program meetings and workshops
Responsible for Marketing and Recruitment of Clients
Responsible for the calendar and other organizational duties, such as travel arrangements for the Managing Director
Assist program personnel, the Managing Director and the Finance and Operations Director to document meeting notes in a structured report format
Manages the maintenance and repair of all office equipment (e.g. printers and copiers).
Ensures that safety and security procedures are implemented and adhered to by members of staff and visiting staff from affiliate partner.
Maintains a proper and user-friendly filing and document control system for recording and tracking of all project documents.
Maintains and updates the asset register, tracking asset movements and updating individual staff asset records.
Ensures lease agreements and vendor contracts are updated and filed.

Desirable Qualifications:

Diploma in Business Administration Degree or Higher is added advantage, with not less than three years’ experience in a similar position.

Skills:

Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Strong communication skills (written and oral); customer service skills
Ability to take initiative and ownership and follow-through on all tasks
Ability to work congenially with volunteers, employees, management, and vendors
Knowledge of contract law and proven Excellent negotiation skills.
Good management skills.
Ability to maintain a strong Client Base

Personal Attributes:

Friendly/cheerful
Proactive / Self-Starter
Committed
Team player
Flexible
Dependable