Administrative Assistant

•  Handles and receive all visitors at all levels and take adequate message when required.
• Handle and manage filing of projects’ documents.
• Provide secretarial support including drafting standard letters as necessary to the staff.
• Follow-up handling of office supplies.
• Receive, direct and relay telephone and fax messages.
• Post information on staff bulletin boards and updates regularly.
•  Maintain an updated employee telephone list and other contacts.
•  Manage hotel booking and room reservation, shuttle arrangement and Logistics and Operations office.
• Manage and book international and local flight arrangements.
• Actively Participate in the arrangement of meetings, conferences, and review meeting and follow up,
• Arrange and facilitate conference telephone calls;
• Follow up Post rental payment and collect posts and parcels timely
• Follow-up Office refreshment supplies usage and timely advance request and settlement
• Maintain fuel coupon and replenish timely
• Any related job activities as per the instruction of the immediate supervisor.

•  Ensuring that all incoming goods are as per requests and specification and GRNs are timely prepared
•  Making sure that all goods are packed and stored properly, safely and securely and also store house is well protected.
• Arrange store items according to the nature of the items and design the floor map accordingly.
• Maintaining a stock tracking record and timely reconciliation against Finance records.
• Implement all store management documentations in place, ensure all the field offices are following the same standard procedure and guide all to maintain similar records.
• Check for expiry dates, maintain records for expiry dates, and notify supervisors for any item that is damaged or expired for standard disposal procedures and local requirement.
• Ensure the store is arranged in such a way that identification of any item is clear, items are stacked in a logical sequence and marked with store label.
• Ensuring that stock levels are recorded correctly on bin cards/Stock cards/.
• Responsible for maintaining the accuracy of stores
• Checks deliveries of goods for quality and quantity and record details on GRNs
• Issue goods from stock only on receipt of an authorized Stock Request Forms
•  Coordinate the loading and unloading process of goods when arrival and dispatch.
• Initiate Purchase Requisitions (PR) at Reorder level (EOQ)
• Compile regular stock reports and stock reconciliations, and ensure that discrepancies in
• the stock levels are reported to the line manager.
• Ensure that all health and safety procedures are operational in the store house as per FMHCACA requirement
• Follow up the maintenance of the store house and separation of medical items vis a vis  other supplies as per local law.
• Generate monthly Warehouse report
• Participate in Asset disposal and Fixed Asset Inventory
• Take the leading role in distributing bulk purchases to the Field Offices.

Staff Under supervision: None

• Degree in Office Administration, Purchasing and supplies Management and Business Fields.
•  Having proven experience in secretarial service and handling medical supplies and Office Administration is a must.
• Minimum three years of experience for Degree in office Administration, store management and  having NGO experience is appreciable.

• Excellent interpersonal skill
• Ability to manage activities that requires physical energy.
• Attention to details.
• Good knowledge of report writing.
• Good knowledge of Microsoft office application software and good knowledge of MS Excel is mandatory.
• Excellent coordination skill, time management, and ability to prioritize tasks.
•  Willingness to work under pressure.
• Ability to work under minimum supervision.
• Ability to effectively work in a team.
• Good command of English.
• Ability to travel when required.