Administrative Assistant

The position holder will provide effective administrative and operational support to the Africa centre and key executive functions. The role serves as a central coordination point, ensuring the effective management of correspondence, schedules, documentation, and communication with internal and external stakeholders.

Key Responsibilities

• Executive Support: Serve as the primary point of contact for internal and external stakeholders on all matters relating to the Executive Director’s (ED) and Regional Director’s (RD) offices. Provide direct administrative and executive support to these offices.
• Communication Management: Manage and prioritize correspondence on behalf of the ED and RD, including emails, letters, and other communication. Manage the shared email inbox, ensuring timely responses, appropriate follow-up, and escalation where necessary.
• Documentation and Reporting: Support the processing of project reports, business development documentation, and other official materials on behalf of the ED and RD. Ensure accurate record-keeping and confidentiality of sensitive information.
• Contract Management: Support the contract process, including coordination, filing, and sharing executed contracts with relevant project teams. Maintain accurate and well-organised electronic and physical filing systems for contracts, reports, and key documents.
• Schedule and Travel Coordination: Manage complex calendars, including scheduling meetings, prioritising commitments, and coordinating across time zones. Arrange and coordinate travel, including flights, accommodation, visas, and itineraries for the ED and RD.
• Protocol and Events: Coordinate and support protocol matters for the Regional Centre, including official visits, high-level meetings, and engagements with key stakeholders.
• Financial Administration: Prepare and process expense claims and reimbursements in line with organisational policies.
• Front Office Management: Ensure effective front office management to maintain a positive and efficient image of the organization. Receive all visitors at the reception with a pleasant and professional demeanour and direct them accordingly.
• Operations Support: Support administrative processes related to operations at the Africa Regional Centre and maintain/regularly update the organizational contacts database.

Requirements and Qualifications

• Bachelor’s degree in business administration or any other related field.
• Minimum of 3 years’ experience in a similar role.
• Excellent planning, organizational, and time management skills.
• Ability to apply sound judgment in responding to issues and concerns.
• Proficient in Microsoft Office Suite.
• Demonstrable ability to provide high-level executive support.
• Strong interpersonal and communication skills.