Operations & Admin Assistant at Lwala Community Alliance (LCA)

Job Summary

Lwala seeks the service of an Operations& Admin assistant who will work closely with the Operations Manager to provide general office support for individuals and/ teams within the organization, supporting creations and enforcement of standard operating procedures guiding the operations.

Duties and Responsibilities

Visitor Support

• Ensure a welcoming and professional environment for all visitors. Greet and assist visitors entering the office or guesthouse.
• Provide information and guidance to visitors regarding office facilities, services, and amenities.

Payments for Services:

• Maintain front desk and verify that orders are placed as necessary to ensure necessary supplies are available at all time
• Process payments for outsourced services, including utility bills and other facility-related expenses.
• Maintain accurate records of payments and expenditures.
• Coordinate with the finance department to ensure timely payment of invoices.

Administrative Support:

• Assist in general administrative tasks such as data entry, filing, and document management.
• Handle incoming and outgoing correspondence, including emails and phone calls.
• Assist in scheduling appointments and meetings as may be applicable.

Management of Office/Guesthouse Cleaner:

• Supervise and manage the office and guesthouse cleaner.
• Coordinate cleaning schedules and ensure cleanliness and hygiene standards are maintained.
• Monitor office and cleaning supplies inventory and reorder supplies as necessary to ensure continuity of support services across all offices.

Riders and Messenger Management:

• Supervise and manage the office messenger and pool of riders.
• Handle support requests from staff, ensuring timely and efficient resolution of riders' needs.
• Assign tasks and responsibilities to the pool of riders based on staff requests and operational needs.

Utility Payments:

• Ensure timely payment for outsourced services, including utility bills, to maintain uninterrupted facility services.
• Coordinate with utility service providers to address any issues or discrepancies in billing.

Any other task(s) as may be assigned.

Qualifications and Experience 

• Higher Diploma in Business Administration, Office Management, or related field. Degree in any related field is an added advantage.
• Certification in Records Management or Administrative Management is preferred.
• Training in people management and vendor payment processes is advantageous.
• Minimum of 3-5 years of experience in administrative roles, preferably in an office management or operations support capacity.
• Experience in records management, people management, and vendor payment processes is highly desirable.
• Previous experience in supervising support staff and coordinating administrative tasks is advantageous.
• Proven experience in administrative roles, with at least 3-5 years of relevant work experience.
• Strong understanding of administrative processes, including records management and vendor payment procedures.
• Excellent organizational and time management skills.
• Ability to create and enforce standard operating procedures for office operations.
• Proficiency in administrative tasks such as data entry, filing, and document management.
• Strong interpersonal and communication skills to interact with visitors, staff, and service providers.
• Ability to handle incoming and outgoing correspondence, including emails and phone calls, in a professional manner.
• Experience in scheduling appointments and meetings and coordinating logistics.
• Ability to supervise and manage support staff, including office cleaners, messengers, and riders.
• Proficiency in managing office and cleaning supplies inventory and reordering supplies as necessary.
• Familiarity with utility payment processes and coordination with service providers.
• Strong problem-solving skills and ability to handle multiple tasks simultaneously.
• Attention to detail and accuracy in maintaining records of payments and expenditures.
• Ability to coordinate with the finance department for timely payment of invoices.
• Flexibility to adapt to changing priorities and work under pressure.
• Strong team player with the ability to collaborate effectively with colleagues and stakeholders.
• Proficiency in computer skills, including MS Office suite and relevant software applications.