Administrative Assistant, Health at Equity Group Foundation

Description

The administrative assistant shall be responsible for administrative and operational support in the execution of Health programs, initiatives, and activities in-line with the Foundation’s mission of championing access to affordable quality healthcare services. He/she shall:

• Be responsible for procuring venues, organizing meals, stationery, accommodation bookings, vendor contracts, transport, and other logistical components of the main events.
• Coordinate and work with vendors/suppliers to ensure they provide proper services.
• Coordinate guest lists, food service arrangements, menu planning, decorative and table set up.
• Monitor event registration and manage guest participation with guidance from the programs manager
• Provide general administrative support during conferences, workshops, and various trainings.
• Assist in developing and maintaining filing system and data base for managing Program documentation, including concept notes, project proposals, project agreements, contracts etc., ensuring easy retrieval of the same.
• Maintain files for the Foundation and updating Health Pillar’s policies and procedure manuals (PnPs).
• Improve/tighten storage/retrieval systems; update and manage indexes.
• Ensure purchase requisitions for all goods and services are well documented and in line with the group’s policies
• Work closely with EGF finance department to ensure that all invoices are correct, and the service providers are paid within one month from the date of the invoice
• Ensure supplier creation into the ERP system to facilitate payments
• Handle correspondences for the program
• Respond to queries from walk in visitors about the health program
• Organize transport for staff going for field visits, meetings; both locally and internationally.
• Schedule program meetings and taking minutes
• Stationery control for the program
• Maintain an asset record for the program
• Handle dispatch for the program
• Handle new staff onboarding- work station allocation, set up on emails and all systems in conjunction with HR and IT.

Qualifications

• Bachelor’s Degree from a recognized university
• Proficient in MS Office (Word, Excel, Outlook, and PowerPoint)
• Prior experience & demonstrated ability in administrative functions for programmatic work
• Experience handling donor requests and funding related documentation and reports. Experience working with development / funding partners presents an added advantage
• Ability to prioritize and take initiative
• A team player with strong organization, communication, and interpersonal skills
• Creative, open-minded, flexible, able to analyze and make decisions
• Able to set clear objectives, coordinate multiple tasks, trouble shoot and & work across teams to meet short-and long-term deadlines
• Results driven