Program Administrative Assistant- Kibondo
To provide high-quality administrative and program support to the Refugees Response Program team for effective and efficient running of the office operations.
Roles and responsibilities:
Manage the filing, safe storage and security of documents and correspondences.
Handle incoming calls and mails and draft routine correspondence in response to inquiries including providing guest with general program information through email, brochures, telephone etc as per policy as well as child protection.
Provide exceptional care and attention to Program visitors and effectively manage the front-desk of the Program office.
Serve as office information manager by devising and maintaining office systems, including data management, compilation of Program performance dashboard updates, etc
Sort incoming mails and send outgoing mails accordingly.
Facilitate and coordinate workshops, meetings and other related logistics
Provide executive support to the Program Manager/Team Leader and maintain their work plans and monthly activities calendar.
Maintain the issue log and follow up on the actions pending and action completed.
Take minutes of the meeting and share draft with supervisor, share final minutes to all participants.
Take Photocopy, scan documents and printing of the documents as advised and directed
Facilitate travel arrangements and accommodations, prepare Purchase requisitions (PR) for supervisors, follow up with all logistics arranged
Maintain and display tour plans, visitors plan, leave plans on white boards in the office
Prepare check list on white board or flip charts and display for reports and documents to be submitted to Donor, Support Office, WVT HQ, FPMG, and Region.
Oversee the cleaning companies and ensure that the office premises are cleaned and maintained on time.
Office facilities and utility management:
Ensure and facilities are in good order and well maintained
To raise requests for all office supplies on time, to make follow up on the purchases and ensure that the supplies are provided for the required purpose
Provide effective oversight to management of all stores and store movements in Program office.
Manage all utility expenses and tracking, including electricity, generator and water and support monitoring of all overhead expenses.
Prepare the bills and initiate payment process
Maintain the list of service providers and program profile for visitors
collect security brief from security officer and update time to time for staff and visitors
Facilitate visitors in signing child protection forms and keeping the records for the same.
Service providers Contract Management:
Support monitoring and management of all service provider contracts, making sure they are kept up-to-date and relevant.
File all contracts
Facilitate payment by raising request
Prepare and timely submit reports
Compile the program monthly, quarterly, semi- annual and annual reports.
People and Culture Support:
Provide administrative support to P&C Specialist.
Manage staff leave and records.
Keep records all employee forms in one file.
Ensure all new staff signs new joiner’s forms.
Collect and file all employees’ performance agreement, midyear reviews and annual performance reviews.
Provide administrative support during interviews.
Support staff exit process.
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Minimum Qualification required:
Degree in Human Resources Management, Administration, management or related field from a recognized College.
At least 2 years’ experience working in a medium to large private, public or non-government organization in an administration role. Experience should include dealing with the public and a variety of different stakeholders. Candidate should be able to demonstrate strong experience in developing and maintaining administrative processes and procedures to improve the efficiency of the organization.
Technical Skills & Abilities:
Excellent computer skills including MS Office (Excel, Word, Access and PowerPoint) skills.
Excellent customer service and communication skills.
Excellent command of Swahili and English – both written and verbal skills.
Excellent organization and administration skills. Strong skills in expense management and accountability.
Ability to review several diverse reference sources, select and synthesize data into styled reports, briefs and presentations.
Must be a committed Christian, able to stand above denominational diversities.
Must be willing to perform other duties as required
Working Environment / Conditions:
Work environment: Office-based in Kibondo
On call: 05%