Job Purpose
The Administrative Assistant will provide the full
range of administrative support to ensure the efficient operation of the Head
Office. This role involves performing a variety of tasks including managing
communication, scheduling meetings, handling correspondence, and maintaining
office supplies. The Administrative Assistant will work closely with Head
office staff to support the overall objectives of the organization.
Key Responsibilities
Head Office Management:
Maintain and organize office operations and
procedures.
Order and manage office supplies and equipment.
Prepare Purchase Requests in oracle and Purchase
Orders as per policy.
Ensure the office environment is tidy, functional,
and conducive to productivity.
Travel Management:
Schedule travel and flight bookings for staff.
Manage SLA (Service Level Agreements) with Vendors.
Arrange feedback meetings with vendors.
Ensure the best ticket prices are obtained.
Records Management:
Maintain electronic and paper filing systems.
Ensure the confidentiality and security of sensitive
information.
Receive and sort daily mail and maintain a central
register for ShafDB and ensure all external correspondence are centrally
received and filed to ensure an accurate records are maintained.
Support Services:
Assist in the coordination of regularly scheduled
reports eg BTOR.
Custodian of departmental meetings/ minutes taking
Handle administrative requests and queries from staff
members.
Event Planning:
Assist in planning and organizing company events,
meetings, and conferences.
Coordinate logistics, including venue, catering, and
materials.
Manage all meeting rooms including receiving bookings
and allocating meeting rooms for specific meetings.
Financial Administration:
Assist in processing of invoices/ delivery notes for
payment processing.
Provide any other office administration duties when
called upon.
Qualifications
Bachelor’s degree in Business Administration or any
other related degree.
Two (2) years’ work experience in a
Banking/Development Finance institution.
Knowledge of administrative and clerical procedures
and systems such as managing files and records and other office procedures
Must have knowledge in use of MS office packages
including excel, word, Oracle.
Must have good Customer service attitude
Must demonstrate ability to work independently with
minimum supervision
Ability to work collaboratively in a team and adapt
to a fast-paced environment.
How To Apply
Applicants are invited to send a letter of motivation
illustrating their suitability in relation to the qualifications listed and
their detailed curriculum vitae to the following address: hr@shelterafrique.org.
Applicants must indicate the position for which they
have applied in the subject line of their email.
The deadline for submission is 31st AUGUST 2024.
