Project HOPE
Job Summary To provide supervision, coordination, and control over general administrative support functions of the ANAPA project management office, including front office management. |
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Specific Responsibilities and Duties: |
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· Manage petty cash and utility payments, office cleanliness, and office security. · Supervises the maintenance of area premises and environment to always ensure its cleanliness and repairs. · Supervise the maintenance and ensure function of generator and all other electrical fixtures e.g., bulbs of office premises. · Ensure office security and all security procedures are in place, adhered to and report any security matters to your supervisor for attention and communication. · Handle ANAPA Office impress and ensure timely payments and replenishment. · Ensure timely payment of all received utilities e.g., water, electricity AND place requests for payment. · Ensures timely and proper set-up of meeting/board rooms and venues for meetings. · Makes sure that kitchen supplies are always available by monitoring their usage and arranging for their replacement timely. · Ensures quality service levels for staff welfare such as break teas, during meetings. · Carry out administrative secretarial activities, in accordance with the instructions of the Chief of Party and Project Hope Namibia-ANAPA rules and protocols to ensure effective administrative support to ANAPA office staff. · Manage bookings of conference rooms. · Manage all incoming/outgoing mail/parcels/faxes, and ensure they are correctly recorded and distributed to their internal or external recipients. · Manage office supplies inventory such as toners/ink, stationery, etc., and place orders on time to avoid running out. · Supervise the printing of copies and binding of documents. · Meet and greet guests and visitors, ensuring that everything is clean and in good repair in the reception area. · Help organize internal and external events (meetings, presentations, etc.), send invitations, coordinate ordering of snacks or meals whenever necessary. · Work with Logistics Officers to Plan and organize travel and accommodation when required. · Supervise cleaners, gardeners, and security guards. Stores & Assets Management |
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· Maintain updated office assets and inventory registers.
· Issue out equipment and office supplies upon requisition by staff. · Maintain a stores ledger and reconciliations of all stock · Receive and inspect goods as they are delivered prior to dispatch or storage. Reporting · Ensure proper marking and branding of all company assets in compliance with the procurement and inventory policy. |
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· Regularly ensure that all administrative activities are documented (also by taking adequate minutes during meetings), analyzed and reported.
· Regularly report on security, generator, utilities to your supervisor for sharing with management |
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Job Specifications
Minimum Qualifications and Experience required · University degree/ diploma qualification in relevant studies such as: Business Administration & Management. · 2 Years experience in any area related to office administrative support. Specific Knowledge, Skills and abilities Required. · Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities. · Ability to take initiative with projects to work both independently and as a team member. · Excellent verbal and written communication skills. · Proficiency in Microsoft Office (Outlook, Word, Excel). Knowledge. · Good oral and written communication and interpersonal skills. · High level of integrity Personal Qualities/Attribute 1. Professional demeanor and excellent customer service abilities required. 2. Ability to work in a challenging environment, under high pressure and ability to cope with tight deadlines. |