Administration Assistant

Responsibilities:

1- Administrative support (50% of time):

• Support regional staff for effective and efficient office operations support
• Sets up and coordinates meetings and workshops as required
• Arranges travel for RO staff including travel insurance, tickets, hotel booking and other related arrangements
• Maintains vacation and sick time records of staff and communicates it to the MEA FAM
• Maintains an electronic and hard copy filing system
• Responds to employees’ enquiries
• Maintains a contact list of government emergency numbers and important persons in the organization to be contacted in case of emergency
• Ensures regular submission of procurement reports and logistics and asset reports to management
• Prepares POs and bid analysis and make sure RO procurements are done in accordance with RTP policies and procedures.
• Ensures that entries are up to date in logbook of vehicles, and that all drivers keep vehicle documentation in their assigned vehicle.
• Renews car insurances and follows up on any matters related to insurance claims
• Ensures that office services are managed in a cost efficient way.
• Manages office petty cash and prepares small cash payments and assists in in preparing the RO Daily Expense Log (DEL)
• Delivers and collects banking and NSSF correspondence, where applicable.
• Liaises with appropriate professional advisers, such as IT, Health Insurance and Legal Counsel as required and coordinates and facilitates staff work permits

2-  Asset Management (45% of time)

• Manages and maintains the Regional office’s assets, as well as all expendable and non-expendable items, and maintains an updated record of all inventories and official documents including office lease agreements and vehicle rental agreements.
• Ensures that inventory numbers are placed on every non expendable item.
• Stores and keeps track of IT equipment.
• Ensures equipment is stored safely and securely according to item classifications.
• Keeps track of purchase orders, bills, goods received notes, invoices, memos, and vehicle log books.
• Arranges for maintenance, repair or disposal.

3- Performs other duties as assigned (5% of time)

COMPETENCIES / PERSONAL ATTRIBUTES

• Ability to plan and organize tasks and priorities
• Ability to work effectively under pressure

• Ability to multitask
• Communication skills

TECHNICAL SKILLS

Excellent English, Computer literacy in Word, Excel and PowerPoint and the ability to browse the internet.