Administrative Assistant

Full Time
Admin Assistant

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:


  • 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