Administrative Assistant at Action Africa Help

Purpose of the role:

The Admin Assistant will support in day-to-day administration tasks. He/she will report to the Project Coordinator and work in coordination with other Administration focal point persons in the country offices as required. S/he will ensure the efficient day-to-day operation of the office and support the work of management and other project staff. S/he should be available to start immediately.

Duties & Responsibilities

Reception

1. Answer general phone inquiries using a professional and courteous manner
2. Direct phone inquiries to the appropriate staff members
3. Reply to general information requests with the accurate information
4. Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration

• Sort incoming mail and courier deliveries for distribution
• Prepare and send outgoing mail, and courier parcels
• Forward incoming general e-mails and calls to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other project staff
• Make travel/flight bookings, meetings and other arrangements for various project staff
• Coordinate the maintenance of office equipment. i.e. Printers

Procurement

• Assist the Administration Officer with sourcing quotes as requested
• Assist the Administration Officer in coordinating with suppliers to ensure correct and timely delivery of goods and services
• Collecting quotes, bids and proposals and forwarding them to the administration officer for evaluation
• Maintaining a proper filing system according to established records management procedures.
• Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements.
• Process accounts payable ensuring timeliness and accuracy of information.
• Process accounts receivable ensuring timeliness, the accuracy of codes and appropriate backup.
• Assist with proper documentation and maintenance of all supply documents including invoices and delivery notes awaiting payment.
• Administer office petty cash according to established procedures.
• Preparations of various information/ reports as may be requested.

Hotel and flight bookings

• Responsible for making hotel bookings for guests and meetings as required
• Coordinate the booking of tickets for staff traveling
• Working with a taxi company to organize for airport transfers etc

Occupational Health and Safety.

• Carry out health and safety inspections at the workplace;
• Serve on the appropriate health and safety committee;
• Bring to the attention of management any deviations of health and safety issues that come to your attention;
• Conduct induction for new employees on health and safety at work place;
• Assist with the investigation of incidents at the workplace.
• Essential Qualifications, skills and experience
• A degree or Higher Diploma in Business Management or related is required.
• Procurement qualification an added advantage.
• Two years office administration/ secretarial experience including a busy reception desk is required.
• Highly organized and attention to details.
• Knowledge of basic MS Office (email, spreadsheets, word, databases, job-related software, etc.) is required.
• Teamwork and participation.
• Ability to communicate clearly.

Desirable Skills

1. High level of self-supervision and ability to take initiative.
2. Reporting Skills, Administrative Writing Skills, Managing Processes and Professionalism.
3. Basic accounting or bookkeeping skills is preferred.
4. Commitment to and understanding of AAH-I’s vision, mission, and value
5. Demonstrated strengths in relationship management; able to work with diverse groups of people in multicultural, team-oriented environment.