Office Administrator

Your role will entail;

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Support in submission and reconciliation of expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients,
• Liaise with executive and administrative officers to handle requests and queries form the management of the organization.
• Liaising with suppliers and contractors
• Liaising with staff in other departments, e.g. finance, HR, programs
• Working in an office full time unless when in the field or public holidays or leave days.
• Other duties as they may a raise

Personal Specifications

• The applicant must hold a degree; additional qualification as an Administrative assistant or Secretary will be a plus
• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.
• Decision-making: make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Communications and collaboration: collaborate with other administrators and support personnel, management and clients on a regular basis.
• Interpersonal skills to deal with other stakeholders.