Administrative Assistant

Overview

This role supports the effective implementation of daily operations and ensures efficient workflow in line with the organization's objectives. The ideal candidate will be detail-oriented, proactive, and dedicated to our mission and values.

Responsibilities

Fleet Management • Oversee the fleet management software to track the movement and behavior of drivers and vehicles, ensuring compliance with security guidelines. • Ensure vehicle logbooks are maintained across all vehicles and are properly filled out by drivers. • Coordinate vehicle scheduling and dispatching to meet programmatic and operational needs. • Monitor vehicle usage and fuel consumption monthly, ensuring efficiency and policy compliance. • Analyze vehicle usage and fuel consumption on a monthly basis for improvements. • Collaborate with drivers to ensure timely maintenance, insurance, and road-worthy certification for vehicles, and ensure incidents are reported promptly. Office Security and Safety • Report health and security concerns on office premises (e.g., access issues, theft, fire risks, pollution) to the Country Director and Admin Manager for immediate action. • Serve as the security focal point and oversee the implementation of global security policies. • Manage access control and surveillance systems. Facility Management (Including Office Consumables) • Ensure office premises are well-maintained, clean, and professional. • Detect and address maintenance issues for the office building, equipment, and infrastructure promptly. • Maintain a generator logbook and ensure regular servicing in line with tenancy agreements. • Keep accurate records of office consumables, ensuring timely replenishment and proper usage. • Manage office supplies, including stationery, kitchen items, and other essentials. Procurement Management • Support procurement processes, including sourcing, bidding, and vendor selection, following internal procurement policies and budget guidelines. • Prepare purchase orders with supporting documents for approval. • Ensure compliance with procurement policies and donor guidelines. • Maintain a database of prequalified vendors for quick reference. • Collaborate with finance and logistics teams to track and document purchases and deliveries. • Prepare and monitor purchase orders, track expenditures, and maintain accurate procurement records.

Requirements

• A University degree in business or a related field with at least 2-3 years of relevant experience. • Ability to learn quickly and adapt to new tasks. • Strong report preparation and documentation skills. • Ability to handle confidential information. • Strong commitment to child protection and respect for children's rights. • Excellent organizational and planning skills.