Office Administration Assistant Job Vacancy at Pathfinder International

A highly organized and proactive individual who is responsible for providing daily administrative support ensuring the smooth functioning of our country office operations. Administratively assisting the Country Director and senior management team in managing correspondence’s, coordinate meetings, appointments, travel arrangements, prepare reports, presentations, and other documentations for meetings. Must be able to work closely with human resources manager and collaborate in ensuring office operations are run smoothly, manage employee records and welfare matters.

Reception and Customer Services

• Greets and responds to visitor’s inquiries in person, by telephones and by email.
• Prepares responses and replies as appropriate on behalf of the Country Director or directs them to the appropriate resource. Greets visitors. Operates telephone switchboard for office facility.
• Ensures reception coverage during specified hours.
• Ensures that all incoming visitors adhere to Pathfinder office security and safety protocols.
• Provide guidance and remind the Security company on office protocols whenever necessary.

Record Keeping

• Manages inbound and outbound shipping of mail and packages, including packaging, preparing mailing labels, stamping, mail and package distribution, and logging deliveries.
• Maintains postage lists. Maintains information on daily mails and courier services, including filling, pickup/delivery times.
• Files, copies, scans, and record all outgoing and incoming

Procurement Process

• Creates a procurement plan for the Country Director and Country office, ensures its well-executed in accordance with the procurement policy of the organization.
• Monitors and manages the procurement process together with the procurement team to ensure completion in accordance with the needs of the organization.

Report Preparation and Meeting Coordination

• Works with Country Director in the development and Distribution of routine and special program reports or presentations and other technical materials to staff
• Acts as secretary to Senior Management team monthly meetings.

Calendaring and Scheduling

• Manages the Country Director’s calendar and Schedules appointment with external stakeholders
• Ensures all planned /schedule activities are clearly communicated

Networking

• Develops appropriate contracts within frequently met partner agencies, government, and donor offices, among other.
• whenever needed to physically be present for the organization on networking functions which are administratively linked
• Be able to create linkages with administrative stakeholders to keep abreast on what is administratively happening in the marketplace.

On-site Visit Logistics coordination and Travel coordination

• Manges itineraries and logistics for key program visit by external staff, partners, and consultant and for in-house meetings.
• Manges all travel arrangements for the Country Director

Project Management Participation

• Manages or participates on cross functional projects teams
• proactively provide best administrative ways to support project teams

Office Administrative Support

• Check offices supply and restock.
• Office Moves and Room-Set Up: Moves furniture and hangs artwork and accessories. Sets furniture up for meetings and dining. Coordinates and completes office moves.
• Repairs: Coordinates all office repairs and facility upkeep as needed
• Facility Appearance and Cleanliness: Performs daily inspections of the public areas including conference rooms, kitchen, supply areas, lobby, and hallways to ensure adherence to appearance standards and cleanliness. Places or stores furnishings and cleans areas as required. Maintains storage spaces in neat and efficient manner.
• Ensures all repairs of office facilities are conducted timely and or communicated to the landlord.
• Keep tracking of repairs and services of the furniture and fittings owned by Pathfinder office.
• Keep tracking of all purchase’s requests for the Admin and HR through ensuring timely communications and issuing of LPOs for all local and international flights.
• Fleet management: Arrange drivers’ trips and routes for all field and town errands. Share the vehicle allocations on weekly basis for proper planning.
• Maintains routine repairs of the generator and inform the landlord of the needed service and repairs.
• Keep records and track all fuel usage for the generators at the country office
• Banking and petty cash management
• Maintains and keeps records of the office petty cash, issues and replenishes the cash consistently as per the finance guiding manual.
• Delivers and banks all cash floats and cheques as may be required by the finance personne

Minimum Education and Work Experience

• Bachelor’s degree in sciences/arts/social science or related field.
• 2-3 years’ work experience in Office administration or secretarial work.
• Prefer: Work experience with NGO.

Minimally Required Job-Specific Competencies:

• Standard Office Equipment Operations: Advanced knowledge of telephone switchboard and standard office equipment, including printer, photocopying, postage, and binding machines.
• Procurement Practices and Guideline: Fundamental knowledge of best practices and standard for procurements.
• Logistics Practice and Guideline: Fundamental Knowledge of best practices and guidelines for logistics
• Meeting Coordination: Ability to schedule and coordinate meetings for staff
• Filling and record Keeping: Advanced skills in completing forms and filling documentation.
• Relationship Management: Ability to establish and maintain relationships with key stakeholders.
• Travel Coordination: Ability to coordinate travel plans for others.
• Office Systems: Ability to operate and maintain the office standard equipment’s.
• Mailroom Operations: Foundational knowledge of and ability to follow mailroom operations standards and guidelines.
• Mover Operations: Foundational knowledge of and ability to follow standards and guidelines when moving office furniture and boxes.
• Construction Services: Ability to recommend and identify good office furniture upkeep and maintenances.
• Inventory Control Procedures: Foundational knowledge of ordering, receiving, and maintaining supplies at administrative level.
• Records Retention: Ability to follow guidelines for organizing and maintaining documentation.

Minimally Required Organizational Competencies:

• Languages: Proven ability to use local language and English language.
• Software Applications: Foundational knowledge of using MS Office software, including MS Word and MS Outlook.
• Communication: Advanced oral and written communication skills
• Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices, and services, including program strategies and indicators.
• Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.
• Customer Service: Advanced customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills.
• Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization