Administrative Assistant at African Institute for Development Policy (AFIDEP)

Key Responsibilities

• Front Office Services
• Manage the reception and switchboard to interface mails, visitors and calls with office
• Collecting, sorting, distributing and preparing mails, messages and courier deliveries
• Ensuring proper condition and posture of the front office

Administrative services

• Inventory maintenance for office supplies, kitchen, janitorial and sanitary supplies
• Support procurement process
• Petty cash management
• Filing and administration documentation maintenance
• Maintaining cleanliness and orderliness in the office, with the help of the office assistant.
• Support organization of departmental and staff meetings as well as other meetings and conferences
• Taking and custody of meeting minutes – staff and operations division meetings
• Maintenance of leave database
• Supervising Office assistant
• Providing secretarial and administrative support to staff
• Update and maintain internal organisational year planner & notice board

Communication

• Support management of AFIDEP online presence
• Contribution to office publications

Travel

• Make arrangements, bookings and reservations for both local and international travel.
• Carrying out any other duties as assigned from time to time by the management

• Holder of a minimum of a social science degree from a recognised University
• Holder of ICT, communications and French language knowledge will be an added advantage

Experience

• Minimum of 3 years of relevant experience.
• Experience in an international non-profit organisation will be an added advantage

Skills

• Self-starter requiring minimal supervision
• Highly organised, excellent coordinator and ability to work under pressure
• Strong ICT skills
• Strong analytical skills
• String liaison skills
• Ability to multi-task and manage time appropriately to ensure timely support
• Value driven and upholding high integrity
• Team player
• Strong communication skills
• High level of people-related skills in working with cross-functional teams and with partners
• Working knowledge of French language will be an added advantage