Administrative Assistant
Description
The administrative
assistant shall be responsible for administrative and operational support in
the execution of Health programs, initiatives, and activities in-line with the
Foundation’s mission of championing access to affordable quality healthcare services.
He/she shall:
Responsibilities
- Be responsible for procuring
venues, organizing meals, stationery, accommodation bookings, vendor
contracts, transport, and other logistical components of the main events.
- Coordinate and work with
vendors/suppliers to ensure they provide proper services.
- Coordinate guest lists, food
service arrangements, menu planning, decorative and table set up.
- Monitor event registration and
manage guest participation with guidance from the programs manager
- Provide general administrative
support during conferences, workshops, and various trainings.
- Assist in developing and
maintaining filing system and data base for managing Program
documentation, including concept notes, project proposals, project
agreements, contracts etc., ensuring easy retrieval of the same.
- Maintain files for the
Foundation and updating Health Pillar’s policies and procedure manuals
(PnPs).
- Improve/tighten
storage/retrieval systems; update and manage indexes.
- Ensure purchase requisitions
for all goods and services are well documented and in line with the
group’s policies
- Work closely with EGF finance
department to ensure that all invoices are correct, and the service
providers are paid within one month from the date of the invoice
- Ensure supplier creation into
the ERP system to facilitate payments
- Handle correspondences for the
program
- Respond to queries from walk in
visitors about the health program
- Organize transport for staff
going for field visits, meetings; both locally and internationally.
- Schedule program meetings and
taking minutes
- Stationery control for the
program
- Maintain an asset record for
the program
- Handle dispatch for the program
- Handle new staff onboarding-
work station allocation, set up on emails and all systems in conjunction
with HR and IT.
Qualifications
- Bachelor’s Degree from a
recognized university
- Proficient in MS Office (Word,
Excel, Outlook, and PowerPoint)
- Prior experience &
demonstrated ability in administrative functions for programmatic work
- Experience handling donor
requests and funding related documentation and reports. Experience working
with development / funding partners presents an added advantage
- Ability to prioritize and take
initiative
- A team player with strong
organization, communication, and interpersonal skills
- Creative, open-minded,
flexible, able to analyze and make decisions
- Able to set clear objectives,
coordinate multiple tasks, trouble shoot and & work across teams to
meet short-and long-term deadlines
- Results driven
How to Apply