Administrative Assistant at Mission for Essential Drugs and Supplies (MEDS)

Key Responsibilities:

• Manage all records including, minutes and correspondences in accordance with organizational policies to ensure they are up-to-date, accurate, complete and retrievable following Good Record-Keeping Practices.
• Coordinate meetings for the department by scheduling, taking minutes and compiling reports while continuously monitoring the completion of agreed actions by various stakeholders to ensure their efficiency and effectiveness.
• Coordinate the review of QMS-related documents for the department for compliance.
• Perform monitoring and evaluation activities for the department by preparing weekly andmonthly performance reports for all staff to facilitate decision-making by Section Heads and Head of Department.
• Provide communication links between internal and external stakeholders with the Head of Department by managing correspondences in form of letters, emails and telephone calls for efficient service delivery.
• Provide support to the team in the Supply Chain department to drive the successful execution of various initiatives, for efficiency.
• Manage diary, schedules, confidential information, appointments and travel arrangements for the Head of Department for effective service delivery.
• Organize and prepare conferences and events within or outside MEDS in liaison with other departmental staff for effective service delivery.
• Handle requests and queries from external stakeholders for customer satisfaction

Candidate Profile:

• Bachelor’s Degree in Business Administration or related field and Secretarial studies.
• Minimum 5 years relevant experience.
• Technical Competencies; Office Management skills; Experience with scheduling tools, Microsoft Office Suite Proficiency; Records Management; Time management
• Functional skills; Discretion and confidentiality, Communication skills, Problem-Solving skills, Analytical skills, interpersonal skills, keen to details and high level of integrity