Administrative Assistant

JOB PURPOSE

The Administrative Assistant provides a wide variety of administrative coordination and services support as needed to advance agency strategic goals and objectives. Work will focus on direct services delivery and/or coordinating the delivery of complex administrative support tasks involving delegation and follow-up of individual staff and assigned products.

JOB RESPONSIBILITIES

Main Functions

• Provide timely technical and operational support in line with the Unit’s mandate
• Implement technical and operational activities as scheduled and report.
• Assist in the follow up on activity implementation and provision of updates, facilitate logistical arrangements linked to the area of work
• Liaise effectively with internal and external stakeholders.
• Assist in the creation, improvement and maintenance of systems relevant to the area of work; gather data and information and do preliminary analysis and research for consideration by the bigger team and the supervisor
• Prepare office communication linked to the area of operation and assist in compiling data and information for reporting and analysis purposes. Follow up decisions and correspondence outcomes and ensure their implementation.
• Follow up on provision and upkeep of tools and materials linked to the area of work.

Specific Responsibilities

• Analyse and maintain an overview of the office they are assigned to work in to ensure that timely administrative support is provided in general and specialized areas;
• Schedule a high volume of appointments, meetings and travel arrangements which may include coordinating arrangements for multiple participants;
• Create, update and maintain organised files and records including a system for tracking, monitoring and prioritising tasks;
• Ensure confidentiality of information and management records is guaranteed;
• Prepare correspondences, executive summary, reports, briefing papers, power point presentations and other documents as required;
• Monitor meeting and correspondences outcomes and decisions and follow-up on their implementation;
• Prepare and participate in various meetings and take minutes and/or notes;
• Provide communications support and assistance to ensure timely responses to inquiries including answering and prioritising calls, email and correspondences;
• Direct provision or coordination of travel for management and line staff with the travel unit or contract travel service to ensure end-to-end arrangements of visas, flights, hotels, meetings, transportation and other required logistics support. Ensures complete travel packages are delivered to the designated officer in advance of departure. Facilitates and/or directly prepares travel claims for executive and management staff and other staff as appropriate.
• Sourcing and ordering stationery and office equipment as may be required;
• Perform any other duties as may be assigned by Supervisors

REQUIRED QUALIFICATIONS

Academic Qualifications

• Bachelor Degree in Management, Administration or any related field from a recognized educational institution with at least two (2) years of relevant work experience.

Or

• Diploma in Management, Administration or any related field from a recognized educational institution with at least three (3) years relevant work experience.
• A higher qualification would be an added advantage

Functional Skills

• Excellent oral and written communication skills both in English and French;
• Ability to give attention to details and ability to work effectively under pressure;
• Proven ability to use clear, concise language in correspondence as well as including content fitting for the purpose and audiences when preparing written briefs and reports;
• Good interpersonal skills, organisational ability and time management;
• Good computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and Power Point.

Personal Abilities

• Excellent Interpersonal skills
• Delegation skills
• Willingness to work unsociable hours
• Ability to work in a multicultural environment
• High level of autonomy at work, yet with profound team-spirit
• Adaptive, Patient, resilient and flexible
• Pro-active and solutions oriented

Languages

• Fluency in English including excellent written and verbal communication skills.
• Fluency in French, Arabic or Portuguese is desirable.
• Knowledge of two or more AU languages would be an added advantage.