Administrative Assistant at Fount for Nations

FOUNT FOR NATIONS VACANCY

 

Job Title: Administrative Assistant

Duration: January 2025 – December 2025 (With the possibility of renewal dependent on Funding and Job Performance).

 

Position Overview:

Reporting to the Finance Administrator, the ideal candidate should be able to perform in a fastpaced environment, possess excellent communication skills, and be proficient in various administrative tasks. This role will involve assisting with day-to-day office operations, managing documentation, scheduling meetings and follow-ups, and providing general administrative support as needed.

 

Key Responsibilities:

Document Management:

• Organize and maintain physical and electronic files and documents.
• Ensure documents are accurately labelled, filed, and easily accessible.
• Assist in drafting, editing, and proofreading correspondence, reports, and other documents.

 

Scheduling and Coordination:

• Schedule appointments, meetings, and travel arrangements for team members.
• Coordinate meeting logistics, including booking conference rooms, arranging catering and logistics.
• Communicate effectively with internal and external stakeholders to ensure smooth coordination of schedules.

 

Administrative Support:

• Provide general administrative support, such as answering phones, responding to emails, and handling inquiries.
• Assist in updating personnel files
• Ensure the operation of the procurement system adheres to policy guidelines
• Assist in preparing presentations and reports.
• Order office supplies and maintain inventory levels.

 

Data Entry and Record-Keeping:

• Accurately input data into spreadsheets, databases, and other systems.
• Maintain accurate records of expenses, invoices, and other financial documents.
• Assisting with basic accounting tasks, such as arranging funds requests, expense tracking using funds monitoring tools
• Generate reports as requested by management.

 

Team Collaboration:

• Collaborate with colleagues to support departmental initiatives and projects.
• Foster a positive and collaborative work environment through effective communication and teamwork.
• Driving program team to project sites

 

Key Performance Indicators (KPIs):

Accuracy and Attention to Detail:

• Percentage of accurately filed documents.
• Error rate in data entry tasks.
• Quality of written correspondence and reports.

 

Timeliness and Efficiency:

• Meeting scheduling efficiency (e.g., adherence to deadlines, minimal conflicts).
• Turnaround time for administrative tasks.
• Meeting deadlines for document preparation and submission.

 

Communication and Collaboration:

• Feedback from colleagues regarding communication effectiveness and responsiveness.
• Successful coordination of meetings and events.
• Demonstrated ability to work collaboratively with team members.

 

Organization and Time Management:

• Maintenance of organized filing systems, both physical and electronic.
• Efficient use of time in managing multiple tasks and priorities.
• Ability to adapt to changing priorities and deadlines.

 

Customer/Colleague Satisfaction:

• Feedback from internal stakeholders regarding satisfaction with administrative support.
• Response time to inquiries and requests.
• Overall satisfaction scores from colleagues and supervisors.

 

Qualifications:

• Diploma or equivalent; additional qualifications in Office Administration or related field preferred.
• Proven experience in an administrative role or similar capacity.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality in handling sensitive information.
• Must be a holder of Class B driving license
• Candidates with QuickBooks knowledge will have an added advantage to the position.

 

Method Of Application

To apply for the position, qualified individuals should send a motivational letter and CV with at least three traceable references as a single PDF document

https://ee.kobotoolbox.org/x/W0gIAil5 not later than 29^th November, 2024