Admin Assistant

  • Entry-level
  • Posted on 18 April 2019

Job Description

Minimum Required Qualifications and Experience:

§ Diploma in Business Administration or related

§ Office Administration skills

§ Atleast 3-5 years’ prior work experience in related field.

§ Ability to communicate in English and respond professionally in writing and verbally.

§ Skilled in MS Office (Word, Excel, PowerPoint, Outlook and MS Access.

§ A hard worker and ready to put in extra hours.

§ Experience working with USAID funded projects is an added advantage.

Technical Conmpetences

§ Administrative skills

§ Confidentiality,

§ Organisational and communication skills

§ Attention to detail

§ Interpersonal skills

§ Time management and goal setting

Key Performance Areas

Procurement

· Develop and maintain a database of potential vendors and suppliers of equipment, supplies and services

· Develop list and source required stationery and equipment and support procurement of office equipment, furniture, vehicles, stationary, supplies and sundries with sourcing of vendors, quotations and development of specification

Administration

· Monitor the provision of contracted services such as security, garbage collection etc. to ensure services are fulfilled in accordance to contractual obligations

· Develop an Asset Register to ensure that all purchased items are accounted for and branded with acceptable identification numbers as per USAID guidelines

· Assist in the development of a fleet management systems and utilization of the organisation’s motor vehicles to ensure smooth operations and mobility of employees.

· Coordinate insurance of organization property to ensure all assets are protected against various risks

· Monitor general cleanliness of offices and surrounding areas to ensure good work environment.

· Arrange insurance for all office assets

· Develop office filing system, organize and store paperwork, documents and computer-based information

· Develop and maintain database of all key contacts at MoH, USAID, and partners (client relationship database)

· Maintain lease contracts and tracking vendor orders

General – Operational Phase

· Administer office accounts for utilities (electricity and water) and telephone

· Timeously prepare payment requisitions for supplies received

· Assist in developing and maintaining basic finance systems and procedures

· Manage the inventory of office supplies and refreshments

· Serve as a liaison between travel agent, travel staff in HQ.

· Book rooms and conference facilities.

· Submit travel stubs, expense claims to HQ

· General office and facility set up, security and maintenance

· Ensure security arrangements are set up for the office premises.

· Develop clear protocols for visitors

Logistics

· Coordinate vehicle maintenance and allocate drivers for travel

· Coordinate international and local travel arrangements

· Provide administrative support for landlord/tenant relations, as well as accounts payable functions thereof.

· Coordinate travel for staff.

· Make travel & accommodation arrangements for staff

About the Organization

Right to Care (RTC) is a non-profit company with a vision that all HIV-positive patients receive high quality treatment, care and support, improving their quality of life and productivity in South Africa and other African Countries.

The EQUIP Consortium is led by Right to Care (RTC) in collaboration with four other Africa based Partners. The EQUIP Consortium provides countries with innovative and customized solutions that increase HIV testing and linkage to care, widens the coverage of ART, expands capacity for viral load monitoring and improves retention of patients on ART. With the support of USAID, EQUIP is designed to provide rapid responses to the needs of high-priority PEPFAR countries.

More information

Internal Job Opportunity_Admin Assistant.pdf

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