Administrative Assistant 1498 views

ADMINISTRATIVE ASSISTANT

Location: Harare, ZimbabweReports to: Finance and Administration ManagerLine Management: Administration Interns

ABOUT AFRODAD

The African Forum and Network on Debt and Development (AFRODAD) was created 20 years ago as a pan African platform and organisation for lobbying and advocating for debt cancellation and addressing other debt related issues in Africa. Over the next five years, AFRODAD will be working with others to address the problems of debt and development in the following thematic areas on the continent: Debt Management, International Public Finance and Domestic Resource Mobilisation.

ROLE PURPOSE:

Under the supervision of the Finance and Administration Manager, the Administrative Assistant supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery. The incumbent is responsible for the provision of front office and direct administrative support services including secretarial services to the Office.

KEY RESPONSIBILITIES:

General Administrative and Logistical support

1. Provide general administrative and logistical support to the Office in accordance with AFRODAD rules, regulations, policies, and strategies2. Ensure that all meetings and events, including board meetings receive timely and adequate administrative support.3. Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, as required;4. Perform routine administrative functions, including coordination of administrative and operational methods and procedures required to effect efficient and uniform operations of AFRODAD.5. Provide administrative support to conferences, workshops, retreats;6. Collect information and documentation for DSA, travel agencies and other administrative surveys;7. Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;8. Maintain a record of suppliers and initiates procurement processes for office suppliers and services such as security, utilities, communication, courier, etc. 9. Provide administrative backstopping and logistic support to Programmes staff (e.g organising meetings, maintaining contact details for all partners of AFRODAD.10. Take notes during official meetings, type and ensure that they are circulated to relevant officers11. Maintain filing system ensuring safekeeping of confidential materials.

Front Office Management

1. Receive, mail, telephone calls and direct them to respective office2. Maintain systems, procedures and methods for record keeping including filling, sorting and retrieval3. Operate standard office equipment such as computers to process documents4. Keep accurate record of appointments for staff especially the Executive Director 5. Arrange venues for meetings and coordinate to ensure availability of essential requirements 6. Perform all secretarial and administrative duties as assigned by supervisor7. Carry out any related tasks that the supervisor may from time to time reasonably request.

Office and Assets Management

1. Ensure that offices are well maintained, interiors and exteriors are well kept, clean and appropriate services and other essentials are available.2. Maintain records on assets management and prepare required reports;3. Maintain files and records relevant to office premises and related maintenance;

Supporting Human Resources Services

1. Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;2. Maintain staffing lists and reports, as required;3. Perform various personnel management and administration related tasks such as leave roster administration, as directed by the Finance and Administration Manager

ROLE RELATED EXPERIENCE, SKILLS AND KNOWLEDGE

Essential skills

• Proven academic background. Minimum of a Bachelors Degree in Business Administration, secretarial studies or equivalent any social science. • Excellent communicator in English with highly developed and convincing presentational skills, allied to a first class ability to write for a variety of audiences• Organised and efficient• Manage facilities including meeting rooms

Essential experience and knowledge:

• Over 2 years experience in Administrative functions• A Clean and Valid Driver’s License• Use ICT facilities for communication and administration work (Word processing, electronic filling, database creation, etc)• Communicate effectively• Work with prescribed systems and procedures (Management Manual)

If you wish to be considered please submit your application to the following email address [email protected] alternatively submit your applications at the following address

The Executive DirectorAfrican Forum and Network on Debt and Development (AFRODAD)31 Atkinson DriveHillsidePO Box CY1517 Causeway,Harare

Deadline : 9 December 2018