Administrative Assistant

General Purpose

Main Job Tasks and Responsibilities

• Answer, screen and transfer inbound phone calls
• Receive and direct visitors and clients
• General clerical duties including photocopying, scanning and mailing
• Maintain electronic and hard copy filing system
• Retrieve documents from filing system
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Prepare written responses to routine inquiries
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for the Finance and Administration Officer, Business Development Officer and /or other supervisors as the case may be

• Prepare agendas for meetings and prepare schedules
• Record, compile, transcribe and distribute minutes of meetings
• Open, sort and distribute incoming correspondence
• Maintain office supply inventories
• Coordinate maintenance of office equipment
• Coordinate and maintain records for staff, telephones, parking and petty cash
• Receipting of all payments received and ensuring that monies are deposited into the Institute’s Bank Account timeously
• Processing of all membership applications and annual subscriptions notices
• Data entry into the Institute’s Database and carrying out regular updates of the membership register.

Education and Experience

• Grade 12 Certificate with a minimum of five (5) subjects including English and Mathematics.
• A Diploma in Office Management, Business Administration, Secretarial, etc.
• Computer skills and knowledge of relevant software.
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing, record keeping and database management.
• Knowledge of principles and practices of basic office management.
• A minimum of three (3) years’ work experience in the same capacity.
• Practical knowledge of the conduct of virtual meetings and social media skills would be an added advantage.

Key Competencies

• Communication skills – written and verbal
• Planning and organizing
• Prioritizing
• Problem assessment and problem solving
• Information gathering and information monitoring
• Attention to detail and accuracy
• Flexibility
• Adaptability
• Customer service orientation
• Teamwork

• Ability to think strategically
• Self motivated
• Creative thinker
• Innovative