Administrative Assistant

Full Time

Overall Responsibilities

Provide efficient and reliable administration and general office support to the IHPS Kenneth Kaunda District operations in North West Province.

Main Duties:

The incumbent will provide efficient and reliable office administration and general office support to IHPS Kenneth Kaunda operations. Essential duties include but not limited to:

Reception

Execute reception duties in a professional manner
Receive and dispatch telephone calls and messages to staff as appropriate
Respond to telephone queries where necessary
Work closely with Office Administrator (OA) to coordinate couriering and distribution of documents/ goods destined for reginal IHPS offices and other external parties.
Receive all IHPS Kenneth Kaunda visitors in a professional manner
Warmly welcome visitors in a professional
Offer refreshments as appropriate
Announce and direct visitors to the relevant IHPS Kenneth Kaunda staff, as per appointment schedule
Maintain a professional and personable demeanour and always remain non-judgemental.

Office Administrative Support:

Work closely with the IHPS Kenneth Kaunda office staff to maintain and update calendars and schedules for office meetings and appointments
Ensure board/meeting rooms equipment is always in working condition.
Work closely with office administrator to
Address office supply needs and maintain good office vendor relationships
Coordinate catering for office meeting
Support all IHPS Kenneth Kaunda staff with photocopying, scanning, faxing, filling etc. as necessary
Perform special projects and assume certain responsibilities as assigned by Supervisor

Office cleaning

Ensure that office spaces, the outside yard and car parking area are always kept clean
Keep the office ablution facilities clean and hygienic
Keep the kitchen clean and ensure dishes are washed and parked properly
Manage current garden services with appointed service providers

Office Repairs and Maintenance

Report all broken and dysfunctional office facilities/amenities to Supervisor
Maintain a schedule for repairs and maintenance of air conditioners
Ensure all lights and electrical equipment are always in good working condition
Clean office windows regularly as necessary
Make sure all IHPS Kenneth Kaunda facilities/amenities are up to standard, creating a pleasant physical working environment.

Minimum requirements:

Grade 12
A Diploma or Degree in Business Administration or related field would be an added advantage
Minimum 2-3 years Office Administration experience
Proven experience of working in the non-profit donor funded environment would be an added advantage
A valid Driver’s License
Competent in Microsoft Office suite

Required Knowledge and Skills, and Abilities:

Good verbal and written communication skills
Ability to take initiatives, work under pressure and multitask with minimum supervision
A team player with good interpersonal skills
Effective time management and coordination skills and highly meticulous with attention to detail