Supervisor: Project Director (NAHSS)
Under the direction of Program Director and Program Manager, the Administrative Assistant will be responsible for the provision of administrative and logistical support services to the NAHSS team
Notify NAHSS partners and relevant stakeholders of upcoming meetings as requested by the office through emails or phone calls.
Arrange travel logistics for NAHSS staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups.
Serve as point of contact for logistical and administrative needs in the office.
Make catering arrangements for meetings and reserve accommodation for participants where necessary.
Coordinate staff meetings, set up conference rooms and meeting room, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and write reports as requested, file records of all meetings.
Coordinates all administrative and secretarial support services for the NAHSS office (as relevant).
Records minutes of staff meetings and circulates same amongst the staff and meeting attendees
Assists with production of presentation materials for staff members.
Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
Collate and file quarterly, monthly and weekly reports
Collate and harmonize quarterly and monthly work plans
Make travel arrangements as requested by NAHSS staff and facilitate retirement of trips by staff
Order/pick up supplies for the Office of the NAHSS
Coordinate interviews and facilitate reimbursement of transportation for participants
Tracking of NAHSS work plans and activities
Support trainings to give administrative support
Performs any other duties as assigned.
University degree in Accounting, Finance or Business administration
Experience with administrative and secretarial skills
Experience with large complex organization is required, familiarity with international NGOs preferred.
Knowledge, skills and abilities:
Knowledge of general office practices and administrative procedures.
Report to supervisor on variances and status on regular basis.
Resourceful in gathering and providing information.
Ability to develop and manage an office schedule
Knowledge of budget preparation and monitoring.
Excellent written, oral, interpersonal and organization skills.
Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
Excellent computer skills, including knowledge of Microsoft office products.