Job vacancy Admin Assistant

·         Knowledge of office management systems and procedures

·         Proficiency in MS Office

·         Strong organization and interpersonal skills

·         Excellent verbal and written communications skills including command of the English language

·         Must be independent and be able to work proactively

·         Basic accounting skills

·         Great attitude, open to learning, self-driven/starter and customer focus

·         Proficiency in Written and spoken English

·         Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,

·         Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the office.

·         Develop and maintain administration systems, Maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.

·         Coordinate Satellite office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.

·         Responsible for coordinating travel for office staff, volunteers and visitors by making relevant travel arrangements.

·         Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Office.

·         Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.

·         Coordinate all procurement activities for Office and ensure compliance to policies guidelines and regulations.

·         Produce timely and accurate logistics reporting to the Integrated Senior Project Coordinator. Oversee the office stores management, asset/inventory control.

·         Maintain an updated office asset register including safe custody of all organizations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.

·         Ensure transparency and integrity in the procurement processes in line with Plan policies and guidelines;

·         Receive, review procurement requests and source using appropriate procurement method.

·         Analyze bids and recommend selected vendor for approval;

·         Prepare and facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.

·         Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);

·         Process payment as applicable and ensure documentation is submitted to Finance in a timely manner

·         Keep proper and an up to date filing system for all procurement documents;

·         Update and share the weekly procurement tracker

Key Requirements Skills, experience and qualification

·         Bachelor’s degree in business or public administration, procurement and logistics, supply chain management or another related field.

·         1-year relevant experience in administration, logistics, procurement, or HR preferably in a similar position in an NGO.

·         Excellent interpersonal skills, flexible and team player

·         Good team management and supervisory skills

·         Excellent office management skills

·         IT/computer skills

·         Knowledge of filing and general record keeping

·         Pro-active and excellent time management skills

·         Ability to work accurately and pay attention to detail

·         Telephone operation skills

·         Hands on experience and skills in an Enterprise Resource Planning e.g. SAP