Administrative Assistant

Requirements

• Minimum of 3 years’ experience in a similar role
  
• Excellent planning, organizational and time management skills
  
• Ability to apply sound judgment in responding to issues and concerns
  
• Proficient in Microsoft Office Suite.
  
• Demonstrable ability to provide high-level executive support
  
• Strong interpersonal and communication skills.
  

• Serve as the primary point of contact for internal and external stakeholders on all matters relating to the Executive Director’s (ED) and Regional Director’s (RD) offices.
  
• Provide direct administrative and executive support to the Executive Director and Regional Director offices.
  
• Manage and prioritize correspondence on behalf of the ED and RD, including emails, letters, and other communication.
  
• Support the processing of project reports, business development documentation, and other official materials on behalf of the ED and RD.
  
• Support the contract process, including coordination, filing, and sharing executed contracts with relevant project teams.
  
• Maintain accurate and well-organised electronic and physical filing systems for contracts, reports, and key documents.
  
• Manage complex calendars, including scheduling meetings, prioritising commitments, and coordinating across time zones.
  
• Coordinate and support protocol matters for the Regional Centre, including official visits, high-level meetings, and engagements with key stakeholders.
  
• Arrange and coordinate travel, including flights, accommodation, visas, and itineraries for the ED and RD.
  
• Prepare and process expense claims and reimbursements in line with organisational policies.
  
• Ensure effective front office management to maintain a positive and efficient image of the organization
  
• Receive all the visitors at the reception while maintaining a pleasant and professional demeanour at all times and directing them accordingly.
  
• Support administrative processes related to operations at the Africa Regional Centre.
  
• Maintain and regularly update the organizational contacts database.
  
• Manage the shared email inbox, ensuring timely responses, appropriate follow-up, and escalation where necessary.
  
• Ensure accurate record-keeping and confidentiality of sensitive information.