Administrative Assistant_Heartland Alliance International (HAI)

Job Summary

The Administrative Assistant will be responsible for managing the day-to-day administrative and procurement tasks in the country office.

Essential Duties and Responsibilities

• Responsible for implementing administrative processes in the country office in line with organizational requirement
• Responsible for keeping all office documents and filling as appropriate.
• Responsible for collating departmental updates and developing minutes of staff meetings and circulates it among the team.
• Responsible for booking flight tickets for local and international trips, and reconcile the bills.
• Responsible for coordinating and managing the organization’s CUG lines with the mobile line provider (s).
• Coordinate with the logistics unit to ensure airport pick- up and drop- off arrangements are made for visiting staff or consultants.
• Occasionally provide logistics support for program activities.
• Maintain and update the list of assets for the organization for asset insurance purposes.
• Work closely with the state team to ensure the asset list is updated regularly.
• Endure proper stock taking of office supplies and replenish as needed.
• Assist the procurement Consultant in conducting price research and purchase of items as assigned.
• Responsible for ensuring the offices and office appliances are switched off at the close of business.
• Supervise the office Assistants and ensure the general cleanliness of the office environment.
• Perform any other duties assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or competency required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Degree in Business Administration, and/or Social Sciences or related field 
• Minimum of 2 years’ experience in office Administration
• Strong attention to details
• Strong organizational and prioritization skills

Other Competencies:

• Time Management – Ability to prioritize tasks, manage time and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively;
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events
• Cultural Sensitivity – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Do not discriminate persons based on sexual orientation or gender identity, age, preferred jobs or behavioral habits

Language Skills:

• Excellent oral and written English communication skills
• Knowledge of Local Language preferred.
• Demonstrated competency in public speaking

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, Power Point.
• Other software routinely used by Heartland Alliance

APPLY HERE