Summary
Date Posted: Monday, August 07 2023, Base Salary: Not Disclosed

JOB DETAILS:
Position Summary
The Administrative Assistant shall report to the Operations Manager and will provide day-to-day general office management, fleet management, inventory and stores management, and coordination of office purchases and supplies and ensure goods and services are always readily available. This position is grant funded and continuation is subject to availability of funds.

Major Accountabilities
• Provide general office reception duties.
• Carrying out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintain both electronic and hard copy filing systems for the site office and ensure compliance with ICAP file storage guidance/policy.
• Maintenance of both the internal staff directory and the vendor’s database
• Raising purchase requests for materials and preparation of local purchase orders.
• Assist in obtaining quotations, compiling, and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationery, supplies, and outside services, and update information periodically.
• Booking hotel venues, and accommodation for meetings and workshops and preparing/organizing meetings and workshop materials.
• Managing, coordinating, and monitoring vehicle movement and fuel usage.
• Supervise Transport and Logistics Officers and ensure that they correctly complete logbooks. Work with the fleet Officer to schedule and coordinate vehicle service.
• Complete monthly vehicle usage reports and timely submission to the Procurement and Logistics Officer for fuel replenishment.
• Ensure timely processing and payment of all utility bills – work closely with finance on any vendor queries that may arise.
• Managing petty cash to ensure that the funds are available for day-to-day basic office requirements and reconciliations of the petty cash account.
• Inventory management for all ICAP equipment and assets. Carry out quarterly physical inventory verification.
• Manage the site office stock levels for office supplies and stationery, including the issuance of supplies and preparation of monthly consumption reports on stationery and other office supplies.
• Work closely with the Operations Manager to ensure the supply pipeline runs smoothly and adequate inventory is available.
• Develop and maintain a supply inventory tracking system for managing equipment and supply use.
• Send monthly reports to the supervisor on all key result areas.
• Any other duties as assigned by the supervisor.

Education
• Full grade 12 Certificate
• Diploma in Business Administration/Management or any related field.
• Degree in Business Administration / Management will be an added advantage.

Experience And Skills Required
• Minimum of two (2) years’ work experience.
• Registered membership with the relevant professional body
• Excellent computer skills, at minimum with Microsoft Office Package.
• Ability to multitask and prioritize work.
• Relevant work experience in a similar position working for an international NGO. will be an added advantage.

Preferred Qualifications
• Diploma in Business Administration/Management or any related field.

Travel Requirements
• Quarterly travel within the province

Work Hours: 8

Experience in Months: 24

Level of Education: Postgraduate Degree

Job application procedure
• Qualified residents of Western Province are encouraged to apply for the positions that will be based there, and all suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Ensure to indicate position being applied for in the subject line and do not attach certificates at this stage.
• The closing date for receiving applications is 18th August 2023. Only shortlisted candidates will be contacted.
• ICAP is an equal opportunity employer, values inclusion, and a diverse workforce. All qualified applicants will receive equal consideration for employment.
• Interested and qualified? Click here to apply

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