Summary
Date Posted: Friday, March 03, 2023 , Base Salary: Not Disclosed

JOB DETAILS:

Job Summary
The Administrative Assistant will execute USAID DISCOVER-Health administrative functions including assisting with project logistics, procurement of supplies, organizing and coordinating administrative arrangements, performing clerical tasks and maintaining clear and detailed records as needed to assist the USAID DISCOVER-Health project and staff to operate efficiently and effectively. Additionally, the Administrative Assistant will be required to maintain clear and detailed records as needed to assist the USAID DISCOVER – Heath Project and staff to operate efficiently and effectively.

Primary Responsibilities and Duties:
• Providing Logistics/Administrative support, booking of hotel venues, accommodation for meetings and workshops and prepare/organize meeting and workshop materials.
• Responsible for maintaining accurate up-to-date stock records and implementing strict stock control system for all USAID DISCOVER-Health inventory including office supplies, stationery & consumables and also ensure that procurement requests for replenishment are timely made.
• Assist in obtaining quotations, compiling and analysing cost information and data to assist in the selection of vendors including preferred vendors for stationary, office supplies and services including hotels, and update information periodically.
• Maintain database of preferred hotels, lodges and venues, obtaining feedback from project staff to keep information current and updated and circulate to staff periodically.
• Facilitate International and local travel arrangements for USAID DISCOVER-Health staff as required.
• Management of project phone lines for all staff.
• Liaising with regional and hub admin staff to coordinate on budgets and hotel bookings.
• Responsible for taking staff minutes at all staff meetings
• Assist in maintaining a filing system for all Project administrative activities.
• Tracking and ensuring that all hotel invoices related to approved budgets are settled on time.
• Weekly analysis of payments from hotel tracker for proactive payment processing by finance.
• Assist where required with site assessments and general site maintenance
• Supervise office Assistants
• Attend to any duties as assigned by the supervisor

Qualifications/Requirements
• Minimum qualification required is a diploma in Business Administration or office management.
• Minimum 3 years’ experience in a similar office administrative position.
• Demonstrated ability to manage time and perform to strict deadlines.
• Excellent computer skills required: including excellent word processing skills and experience with MS Word. Experience with Excel spreadsheets also preferred.
• Good interpersonal, teamwork, and supervisory skills
• Good writing and organizational skills.
• Exhibit friendly and helpful demeanour at all times given the high level of interaction with partners and clients.


Work Hours: 8

Experience in Months: 36

Level of Education: Associate Degree