KEY PERFORMANCE AREAS
General Administrative Functions:
- Provide overall administrative support to the office.
- Offer basic technical assistance to address IT and logistical needs.
- Ensure all office equipment is operational, report faults for corrective actions.
Document and Correspondence Management:
- Maintain filing systems in compliance with the Record Management policy.
- Handle post and respond to internal and external email inquiries.
- Draft and send standard correspondence.
- Scan, photocopy, and collate documents and mailings.
- Arrange for documents to be scanned, printed, and manage bulk printing requirements.
Inventory and Asset Management:
- Monitor stock levels of essential items (e.g., stationery, paper, toner) and handle ordering and storage in line with FIC policies.
- Support asset management activities, including allocation, movement, and verification.
- Liaise with suppliers, maintain professional relationships, and ensure timely interactions to support contract renewals and updates.
Staff Development and Support:
- Follow up on staff learning, professional memberships, and development/training interventions.
Secretarial and Meeting Support:
- Assist with the organisation of meetings, workshops, and other events for the division(s), including booking venues (internal/external), preparing minutes, arranging refreshments, parking, and ICT equipment.
- Perform general administrative and secretarial duties, including drafting and typing letters, memos, and other documents, and providing feedback in relevant meetings.
- Report on outstanding action items and issues arising from meetings that require attention.
- Provide effective administrative support in capturing and processing stakeholder requests, acknowledging them, and updating and finalizing matters on electronic systems.
Information Dissemination and Records Management:
- Disseminate information and reports promptly upon request.
- Assist in updating, reporting, and maintaining statistical records as per stakeholder/client expectations and timelines.
- Facilitate and arrange memberships, conference, and training attendance.
- Update and maintain internal databases, such as the authorized officer database and related correspondence.
Financial and Procurement Management:
- Allocate, monitor, and provide feedback on divisional budget and procurement processes, ensuring alignment with policy.
- Manage financial/budget, asset, and contract support, including recordkeeping of financial documents.
Travel Arrangements:
- Arrange domestic and international travel and accommodation in line with FIC policies, ensuring effective administration of travel requirements.
General Duties
Staff Onboarding and Training
- Assist with the onboarding of new staff, including orientation and training on administrative processes.
- Provide professional support and advice to the division/FIC as required.
Supervision and Task Allocation
- Assign work to support staff and provide input on their performance.
- Coordinate clerical and secretarial functions and manage ad hoc tasks as assigned.
Health and Safety Coordination
- Coordinate the implementation of the FIC’s health and safety policy and risk-related actions within the division.
- Liaise with relevant stakeholders as needed to ensure compliance and safety.
Project and Initiative Support
- Provide administration support to organizational initiatives and projects relevant to the division.
- Provide input on contracting, supervision, and performance evaluations for subordinates, including coaching and mentoring.
General Administrative Support
- Perform any other duties as required, providing general administrative support to ensure the smooth operation of the division.
EDUCATION, SKILLS AND EXPERIENCE
- Diploma in office administration or related field
- Minimum of 5 years support and administration
- Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
- Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position.
- Demonstrated attention to detail and strong administrative skills
- Proactive and professional with the ability to multi-task.
- Computer literacy – standard to advanced computer literacy (word and excel)
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