Administrative Assistant

JOB PURPOSE

To work collaboratively with the project team on specific short- and long-term assignments. S/he will oversee tasks delegated by the Project Manager, Project Officers, coordinate with the project team and stakeholders and ensure that the work assigned is moving forward on time and on budget. S/he is highly organized, adaptable, and able to prioritize tasks while working independently. S/he is responsible for the day-to-day general administration of the Project Field Office, assisting the Project Manager and providing general administrative support to the project team

DUTIES AND RESPONSIBILITIES
Coordination and Administration

• Organize and monitor meeting schedules for the Project Team
• Plan and organize team activities on a need’s basis
• Track and see that reporting deadlines, responses to emails, etc are met
• Raise PRs and follow through to LPOs and payment
• Set up and manage (virtual) meetings and sessions including provision of meeting links, sending out reminders, etc
• Provide regular updates verbally and in written form to Management
• Provide day-to-day administrative support, including Human resources, Procurement and Finance as may be required
• Assist in the follow up for facilities, services, maintenance.
• Keep abreast with all organizational changes and business developments.
• Manage the induction of project staff
• Manage the project assets inventory

Client and User Engagement and Support

• Follow up on conclusion of client and vendor agreements, including signing of the agreements and follow up of payments (to and from Amref)
• Respond to client and user queries according to the set Service Level Agreements (SLAs), clarifying desired information
• Resolves problems by clarifying issues; researching and Exploring answers and alternative solutions; implementing solutions; escalating unresolved problems
• Maintains call center database by entering information
• Follow up non-performing learners on the digital learning platforms to seek ways to support them and increase completion rates
• Administer client feedback tools and summarize the findings to inform continuous improvement efforts

Reporting

• Assist in ensuring issues reported are logged and responded to within acceptable durations
• Generate and package client/user reports from the learning platform according to user/client needs
• Maintain a continuous improvement opportunities log based on feedback from the various reports and flag them for action on a regular basis
• Training Assist in training clients, stakeholders and members of staff in the use of the digital learning tools

Marketing and Communications

• Draft marketing materials for creating awareness about the project
• Track information of the ICD website and flag areas that need updating
• Follow up with Project teams to identify information and stories that can be uploaded to the website and to social media platforms Office Support Perform work related errands as requested such as going to the bank

Information Management

• Assist in filing and storage of documents both electronic and hard copies
• Create and maintain an assets inventory for the Project team

REQUIRED QUALIFICATIONS
Education and Professional Qualifications

•  Bachelor’s degree in communications, business administration, social sciences or related field
•  Knowledge of modern office procedures
•  Ability to format reports and manipulate data using spreadsheets

Required Experience

•  At least 3 years’ relevant experience
•  Office management in a busy office environment

Knowledge, Skills and Competencies

•  Excellent written and verbal communication.
•  Fluency in speaking, reading and writing in English. Knowledge of French would be an added advantage
•  Proficient in MS Office.
•  Ability to prioritize and multi-task.
•  Ability to exercise confidentiality, tact and discretion when dealing with diverse groups of people.
•  Excellent organizational and multitasking abilities.
•  A team player with leadership skills
•  Professional and analytical approach to office administration.
•  Creative problem solving within the framework of set corporate policies and procedures
•  Ability to make timely and well-considered decisions based on corporate policies