Overview
The Administrative Assistant (Programs) will provide administrative support to staff in the PROTECT SRHR Project and manage their queries. The role involves managing office stock, preparing requests and reports, and organizing program records.
Key Responsibilities
- Draft and follow up on office purchases and payment requests for PROTECT SRHR sector.
- Manage program/office supplies through receiving and making release orders.
- Support the Managers within the sectors to review PR tracking sheets shared by supply chain on weekly basis.
- Participate in the development of quarterly procurement plan for the sector.
- Act as a liaison between program, supply chain, finance and HR office on program requirements
- Organize a filing system for important and confidential documents.
- Maintain a program calendar and schedule appointments
- Book and/or schedule meeting/training venues for PROTECT SRHR activities as required.
- Liaise with Managers within the sector to schedule in-house and external events.
- Work with the Managers to ensure staff submit their timesheets to HR in time.
- Ensure staff relevant information is shared with HR/Admin on a regular basis.
- Communicate any staff welfare concerns to the HR/Admin officer on a regular basis.
- Proactively share documentation gaps with M&E team and the program team for action and collective intervention
- Participate and represent PROTECT SRHR in coordination meetings as requested.
- Support monthly data entry into the data disaggregation tool/systems for the project.
- Perform any other duties as maybe required by the program.
Required Experience
- At least 3 years relevant work experiences, with administrative tasks.
- Work experience in administrative support of a development program/project is an advantage.
- Demonstrates ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
- Previous experience working with an international NGO in a cross-cultural setting, in administration sector.
Qualifications
• University degree in Business Administration, Secretarial Studies, or related area of study.
