Key Responsibilities
Front Office Services
Manage the reception and switchboard to interface mails, visitors and calls with office
Collecting, sorting, distributing and preparing mails, messages and courier deliveries
Ensuring proper condition and posture of the front office
Administrative services
Inventory maintenance for office supplies, kitchen, janitorial and sanitary supplies
Support procurement process
Petty cash management
Filing and administration documentation maintenance
Maintaining cleanliness and orderliness in the office, with the help of the office assistant.
Support organization of departmental and staff meetings as well as other meetings and conferences
Taking and custody of meeting minutes – staff and operations division meetings
Maintenance of leave database
Supervising Office assistant
Providing secretarial and administrative support to staff
Update and maintain internal organisational year planner & notice board
Communication
Support management of AFIDEP online presence
Contribution to office publications
Travel
Make arrangements, bookings and reservations for both local and international travel.
Carrying out any other duties as assigned from time to time by the management
Qualifications, Skills, Knowledge and Experience
Qualifications
Holder of a minimum of a social science degree from a recognised University
Holder of ICT, communications and French language knowledge will be an added advantage
Experience
Minimum of 3 years of relevant experience.
Experience in an international non-profit organisation will be an added advantage
Skills
Self-starter requiring minimal supervision
Highly organised, excellent coordinator and ability to work under pressure
Strong ICT skills
Strong analytical skills
String liaison skills
Ability to multi-task and manage time appropriately to ensure timely support
Value driven and upholding high integrity
Team player
Strong communication skills
High level of people-related skills in working with cross-functional teams and with partners
Working knowledge of French language will be an added advantage
Additional information: This position will be for an initial period of 2 years, renewable depending on performance, needs of the Institute and availability of funding.
A competitive remuneration package will be offered commensurate with qualifications and experience.
