Reports to: HR & Administration Manager
Start Date: January 2018
Position Overview:
The Administrative Assistant assists the HR & Administration unit to provide operational and administrative office support including Travel, Logistics & Events Management and Procurement support to the AECF Office to ensure smooth office operations and events management leading to effective travel management and office operations.
Key Responsibility Areas;
Work requirements and responsibilities will be guided by the Human Resource & Administration Department’s Policies and Standard Operating Procedures (SOP) which are reviewed periodically but will fall broadly in the following Key Responsibility Areas;
Work with the HR & Administration unit to co-ordinate day to day travel and logistics management and ensure that all travel and logistics complies with AECF’s travel policy;
Facilitate training for staff on the travel policy and utilization of travel forms;
Arrange hotel bookings as per the AECF Travel policy and guideline;
Process travel authorizations, confirm budgets, get relevant approvals and prepare travel LPOs’ for verification and signature for assigned departments;
Provide procurement support by sourcing for quotations for purchases within the assigned threshold for all departments;
Ensure that suppliers travel invoices are received in a timely manner and recorded into the available system and check invoices from travel agent and certify accuracy for payment;
Confirm that claims submitted match provided itineraries and follow up reimbursements where there are deviations;
Coordinate all ticket and accommodation requests for assigned departments;
Manage and maintain travel module system ensuring all entries are accurately and timely done;
Assist expatriate staff’s relocation by providing logistical support in the process of accommodation, shipping & customs clearing, vehicle registration & insuring and obtaining driving license;
Follow up and ensure all AECF events are booked in a timely manner and run smoothly;
Required qualifications and experience:
Bachelor’s degree in any of the business related disciplines;
Computer proficiency and familiarity with a range of software applications including MS Office;
Must have a minimum of two (2) years of experience in similar role;
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
Demonstrate strong people management and customer service skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability;
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
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