Junior Admin Assistant at Jhpiego

Overview

• The Junior Admin Assistant is responsible for providing general administrative support to the district office. General tasks include meeting and event administration (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering), ensuring that all filing, both paper and electronic complies with organizational standards, overseeing reception duties, supporting fleet management activities and providing day-to-day administration for the office (drafting letters, ordering all office supplies – refreshments, stationery).

Responsibilities

• Act as the first point of contact for any visitors or callers to the Jhpiego office and ensure a rapid, cordial and professional reception is attained.
• Maintain a daily sign in and temperature log sheet for all staff
• Maintain a neat, tidy, organised and professional reception area
• Maintain office supplies, ensure supplies are replenished timeously, with assistance from the Hygienist
• Manage and maintain a simple but effective administrative system for the office
• Maintain oversight and ensure timely payments of invoices related to office, administration and facilities management
• Fleet Management – ensure all logbooks, fuel & toll slips are sent in timeously in order to reconcile the fuel account, this is done on a monthly basis
• Ensure vehicle logsheets & fuel slips for Key Hire vehicles, are received weekly and submitted to Snr Admin Officer on a monthly basis
• Assist district with regards to ensuring vehicles are serviced, repaired and maintained, as well as dealing with vendors in getting jobs done, all relevant paperwork to be done to process for payments
• Maintain a simple register of when vehicles need to have maintenance/servicing, licencing or repairs undertaken and ensure that this schedule is adhered to.
• Organise and schedule meetings including contacting individuals, booking rooms, catering arrangements, preparation of meeting materials
• Assist District Coordinator with special events as required. This includes invitations, RSVP’s, facility bookings, catering, purchase requisitions as needed, audio visual, collaboration with other staff/departments/external contacts, preparation of materials for event, verifying facility contracts and follow-up work as needed
• Support procurement processes as necessary
• Ensure delivery and pick-up/receipt of supplies as needed, occasionally outside of business hours
• Ensure compliance with all organizational policies and guidance, especially those that relates to data collection and documentation
• Petty Cash management – ensuring all payments are recorded and documentation is completed and reconciled timeously
• Perform any other duty as assigned from time to time within the skillset and capability

Required Qualifications

• Post-secondary training in a relevant field preferred
• 1+ years administration experience
• Proven understanding and familiarity with systems and structure of a complex, fast-moving office environment
• Demonstrated ability to effectively manage several major activities simultaneously under pressure
• Basic knowledge in Microsoft Office software applications
• Strong interpersonal, writing, and oral communication (English required and a local language preferred)
• Ability to work independently in an unstructured environment as well as within a team
• Experience working in donor-funded NGO’s and global organisations preferred – not required
• Ability to travel domestically as needed