Summary
Date Posted: Wednesday, March 08, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Primary Responsibilities and Duties:
• Ensure that all USAID regulations and JSI’s policies are implemented and in place;
• Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;
• Oversee office upkeep in terms of needed repairs and daily cleaning;
• Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;
• Manage office filing system and handling official documents confidentially;
• Assist to arrange and coordinate staff retreats and office events;
• Help in the organization of conferences/trainings/workshops with maintaining schedules
• Coordinate the procurement of materials, supplies and equipment for the office;
• Ensure that staff are well set up and comfortable in the office and surrounding premises;
• Oversee management of the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;
• Coordinate all logistical support for staff and consultants including office setup, hotel accommodations
• Conduct Hotel/Lodges bill/invoice analysis
• Opening and closing of offices
• Coordinate with Administrative Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
• Serve as the direct supervisor of the administrative assistant, Clerical Officer and other administrative staff as assigned;
• Oversee office upkeep in terms of needed repairs and daily cleaning;
• Work with the Regional management to ensure safety and daily security of office premises;
• Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT);
• Serve as a liaison with office landlord, assisted by the Finance & Administration Manager and / or the Regional Director, when necessary;
• Manage various service contracts in coordination with the Finance & Administration Manager for security, drinking water supply, generator maintenance, etc;
• Undertake any other responsibilities, tasks or activities as required by the Finance & Administration Manager.

Desired Qualifications:
• First degree in Business Administration, Public Administration or related field, with at least 5 years of office management experience in an international organization or multinational company;
• Demonstrated experience in supervision of support staff;
• Experience in inventory management;
• Strong critical thinking, problem-solving and supervisory skills;
• Excellent written and verbal English skills;
• Strong communication and interpersonal skills;
• Experience working with an international NGO preferred; and
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
To apply for this job email your details to saferecruitment@jsi.com  

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