Administrative Assistant

Job Summary:

Job Duties and Responsibilities:

• Correspondence Management: Receive, send, and ensure the proper direction of internal and external correspondence.
• File Management: Organize and maintain administrative files, ensuring easy access when needed.
• Meeting Coordination: Arrange and organize administrative meetings, preparing necessary minutes.
• Report Preparation: Collect and analyze data to prepare regular reports for management.
• Support Other Departments: Provide administrative support to various departments when needed.
• Time and Schedule Management: Organize daily work schedules and ensure timely task completion.
• Procurement Management: Assist in managing procurement and overseeing the availability of office supplies.
• Visitor Reception: Welcome visitors and clients and direct them to the appropriate personnel.
• Inquiry Handling: Address employee and client inquiries, ensuring their satisfaction.
• Ensure Compliance: Ensure all administrative activities comply with internal policies and procedures.

Required Job Skills:

• Strong Organizational Skills: Ability to effectively organize administrative tasks and files.
• Time Management: Ability to manage time and ensure tasks are completed on schedule.
• Communication Skills: Ability to communicate clearly with all levels within and outside the organization.
• Writing Skills: Ability to draft correspondence and reports accurately and professionally.
• Technology Proficiency: Familiarity with office administration tools and software.
• Ability to Work Under Pressure: Capable of handling multiple tasks and working under time constraints.
• Adaptability: Ability to adapt to sudden changes in the work environment.
• Confidentiality: Ability to handle sensitive information and maintain confidentiality.
• Continuous Learning: Willingness to pursue continuous education to develop office skills.
• Attention to Detail: Keen attention to detail to ensure accuracy and quality in work.

Required Qualifications:

• Diploma in Business Administration, Public Administration, or a related field.
• Experience: 2 years of practical experience in administrative support.
• English Language: Intermediate level.
• Certification: Office Management or Secretarial Certification or equivalent (Certified Administrative Professional – CAP).