Administrative Associate at Solidaridad Eastern & Central Africa Expertise Centre (SECAEC)

Key Result Areas

Office Management

• Offer general support, sign for deliveries, receive and distribute mail or messages, answer telephones, handle face-to-face queries for respective staff members.
• Provide general support to visitors and deliver a high standard, efficient, courteous and professional client experience on behalf of the organization.
• Support and update administrative systems to make them more efficient.
• Develop and maintain a filing system, assist in photocopying and printing of documents on behalf of other colleagues, as well as offer document typing, copying, binding, scanning support to staff.
• Support  the quality function team in managing the procurement function and maintaining an up-to-date petty cash impress system
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies, place and expedite orders for supplies and verify receipt of supplies
• Support the planning and organization of all logistics pertaining to meetings, workshops, training, events, staff travel and accommodation, taking minutes during meetings and distributing them.
• Assist project staff in data cleaning, entry, and any other computer processing duties.
• Efficiently manage correspondence sorting, deliveries, distribution, document logs and filing
• Ensure the cleanliness of the country offices, grounds, monitor visitor access to the organization’s premises and maintain security awareness, as well as oversee repair and maintenance of office furniture, equipment and any other assets that may require maintenance.
• Any other duties and responsibilities assigned, and deemed to reasonably fit within this job context.

Key Qualifications

• At least a Diploma in Office Administration, Customer Service, Procurement, Front Office Management, Secretarial Studies or any related areas of training.
• A minimum of three (3) years of office support management experience and administrative support.
• Solid knowledge of office procedures.
• Experience with office management software, including MS Office (i.e. MS Excel and MS Word).
• Proven work experience as an administrative officer, administrator or similar role.
• Strong organizational skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail.
• Strong time management and strategic planning.
• Good organizational and adept in technology and office systems