Administrative Assistant Quality Assurance Department at Management University Of Africa

JOB PURPOSE

The incumbent will be responsible for providing administrative support to ensure the smooth and efficient operation of the department. This role includes; data collection, Data analysis, report writing , maintaining records, coordinating communication, scheduling meetings, and assisting with various tasks related to quality assurance processes

KEY DUTIES AND RESPONSIBILITIES

• Provide administrative assistance to the Quality Assurance team, including scheduling meetings, organizing appointments, and maintaining calendars.
• Assist with preparation and filing of QA-related documentation, including reports, quality audits, inspection records, and certifications.
• Maintain and update electronic and physical records related to quality assurance procedures, processes, and policies.
• Handle phone calls, emails, and correspondence related to QA inquiries and issues.
• Assist in preparing and reviewing internal and external quality documentation, ensuring they comply with company standards and industry regulations.
• Assist in tracking and ensuring compliance with quality standards and procedures.
• Monitor expiration dates for certificates, documents, and training records and ensure timely renewals.
• Schedule and coordinate training sessions, audits, and meetings related to quality assurance.
• Prepare and distribute meeting agendas and take minutes during QA meetings, ensuring that action items are followed up on and documented.
• Collect data, compile data for quality performance reports, and support in the preparation of regular updates for the QA team or management.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

• Bachelor’s degree in Business Information and Technology, Quality Management, or related field.
• Minimum of 1-2years of administrative experience, preferably within a quality assurance environment
• Strong organizational, data analysis and report writing skills with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to detail and ability to handle confidential information.
• Strong communication skills, both written and verbal.
• Knowledge of quality management systems (e.g., ISO 9001:2015) is an asset