Administrative
Assistant
Job Purpose: Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Job Purpose: Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Primary
Duties and Responsibilities
Administrative
Assistants perform a wide range of duties including some or all of the
following:
- Answer
general phone inquiries using a professional and courteous manner
- Direct
phone inquiries to the appropriate staff members
- Reply
to general information requests with the accurate information
- Greet
clients / suppliers / visitors to the organization in a professional and
friendly manner
Office
administration
- Use
computer word processing, spreadsheet, and database software to prepare
reports, memos, and documents
- Sort
incoming mail, faxes, and courier deliveries for distribution
- Prepare
and send outgoing faxes, mail, and courier parcels
- Forward
incoming general e-mails to the appropriate staff member
- Forward
voice mail from the general mailbox to the appropriate staff member
- Purchase,
receive and store the office supplies ensuring that basic supplies are
always available
- Code
and file material according to the established procedures
- Update
and ensure the accuracy of the organization's databases
- Back-up
electronic files using proper procedures
- Provide
secretarial and administrative support to management and other staff
- Make
travel, meeting and other arrangements for staff
- Coordinate
the maintenance of office equipment
Assist
with financial management
- Use
computer software to prepare invoices and financial statements
- Code
and file financial material according to established records management
procedures
- Process
accounts payable ensuring timeliness and accuracy of information
- Process
accounts receivable ensuring timeliness, accuracy of codes and appropriate
backup
- Prepare
accurate bank reconciliations and deposits
- Administer
petty cash according to established procedures
- Assist
with financial reports as required
- Month
end duties as required
- With
the Executive Director, prepare meeting agendas and supporting material
for distribution
- Ensure
the timely distribution of material to the Board
- Support
the Board with meeting, travel and other arrangements
- Draft
minutes of Board meetings for review by the Executive Director
- Create
action list for management staff from board meetings
Qualifications
Education
- Bachelor’s
degree in a Business Administration or Equivalent
Knowledge,
skills and abilities
Proficiency
in the use of computer programs for:
- Word
processing
- Databases
- Spreadsheets
- Bookkeeping
- E-mail
- Internet
Proficiency
in the use of office equipment:
- Computer
- Voice
messaging systems
- Fax
- Photo
copier
Personal
characteristics
Administrative
Assistants should demonstrate competence in some or all of the following:
- Behave
Ethically: Understand ethical behavior and business practices and ensure
own behavior and the behavior of others are consistent with these
standards and align with the values of the organization.
- Build
Relationships: Establish and maintain positive working relationships with
others both internally and externally to achieve the goals of the
organization.
- Communicate
Effectively: Speak, listen and write in a clear, thorough and timely
manner using appropriate and effective communication tools and techniques.
- Focus
on Client Needs: Anticipate, understand, and respond to the needs of
internal and external clients to meet or exceed their expectations within
the organizational parameters.
- Foster
Teamwork: Work cooperatively and effectively with others to set goals,
resolve problems, and make decisions that enhance organizational
effectiveness.
- Make
Decisions: Assess situations to determine the importance, urgency and
risks, and make clear decisions which are timely and in the best interests
of the organization.
- Organization:
Set priorities, develop a work schedule, monitor progress towards goals,
and track details/data/information/activities.
- Plan:
Determine strategies to move the organization forward, set goals, create
and implement actions plans, and evaluate the process and results.
- Solve
Problems: Assess problem situations to identify causes, gather and process
relevant information, generate possible solutions, and make
recommendations and/or resolve the problem.
Experience
- 3
years experience in an office setting
Working
Conditions
- Administrative
Assistants work in an office environment.
- Administrative
Assistants usually work a standard work week.
- Administrative
Assistants may be required to work some overtime hours such as attending
Board meetings.
How to
Apply
Applicants should forward their applications enclosing detailed CV’s stating their previous and expected gross pay by e-mail to Blumeafrica@gmail.com by 19th September, 2016.