Administrative Assistant

Administration Management:

• Support staff in ensuring adherence to organizational policies, structures and systems
• Prepare and organize local workshops to support the program's educational objectives.
• Assist in organizing and coordinating donor visits
• Administer medical aid for field staff, ensuring their well-being and health.
• Coordinate and manage schedules, meetings and appointments ensuring timely delivery
• Prepare payment requests and vouchers according to internal procedures of the organization.
• Coordinate and organize field staff travel within the program's operational area and outside.
• Assist in correspondences, help take minutes, and send invitations for meetings.
• Manage filing and archiving of all documents and admin files, including invoices, payment vouchers, credit memos, expense reports, and adjustments.

Human Resources Management:

•  Assist with job postings, candidate sourcing, and interview scheduling
• Coordinate interviews and candidate assessments
• Prepare new hire paperwork, benefits enrolment, and orientation
• Ensure compliance with organization policies and procedures
• Maintain accurate and up-to-date employee records and databases
• Assist with benefits enrolment, changes, and terminations
• Respond to employee benefits-related inquiries
• Assist with special projects, such as employee engagement initiatives and HR surveys
• Provide support for HR programs and initiatives
• Assist in developing staff performance targets and appraisals

Data Management

• Ensure confidentiality and compliance with data protection policies
• Enter and update in databases or spreadsheets
• Generate reports and documents whenever needed
• Ensure data accuracy and confidentiality
• Stay abreast with students details, numbers and status, tracking performance effectively

Mentorship and Coaching

• Passionately work with young people especially girls students, providing coaching and mentorship to them to become vibrant women of virtue
• Maintain effective communication and coordination with students, school administrations and other stakeholders to ensure timely support to the students we support
• Build relationships with mentees, providing guidance and support
• Help mentees set and achieve academic and personal goals
• Assist with academic planning, time management, and study skills
• Connect mentees with campus resources (e.g., tutoring, counselling)
• Foster self-confidence, self-awareness, and leadership skills
• Encourage mentees to explore interests, passions, and career goals
• Organize and facilitate workshops, events, and activities for mentees
• Create a supportive community among female students
• Effectively attend to students welfare and academic needs, both in regular and emergencies times.
• Be patient, kind, caring and always available to the students we support
• Coach and mentor staff in HR procedures and training needs
• Identify gaps for staff capacity building and pursue for implementation

Finance Management

• Ensure completeness of supporting documentation for payment and scan them to be uploaded to Dropbox for management review.
• Code and input invoices into QuickBooks on a daily basis.
• Responsible for petty cash disbursements, replenishment, and conducting regular petty cash counts.
• Prepare monthly cash-flow control sheets with original documents of all transactions and send them to Dropbox or directly to the director.
• Ensure payables are managed smoothly and efficiently in accordance with Drop in the Bucket (DROP) procedures, with accuracy and completeness, ensuring timely payments.
• Process transactions daily in the system, ensuring accuracy and completeness.
• Review payment vouchers, bank and petty cash control sheets.
• Verify travel expense reports and ensure compliance.
• Issue, track, and reconcile approved travel and working advances to field office staff, and send reports to the head office, reviewing advance reconciliation and claims for completeness and accuracy.
• Ensure all transactions accepted for payment processing are correctly approved, and provide accurate accounting information for posting in the ledger.
• Coach and train field staff in financial reporting matters.
• Ensure all transactions are processed and ready in time for month-end and quarter-end close, as per the agreed timetable.

Logistics and Procurement

• Assist in organizing and coordinating donor visits, making sure all logistics and supplies are in place to ensure conducive donor hosting
• Support Program Managers and the procurement committee in the procurement of goods and services
• Maintain an updated HR and administrative inventories
• Support in organizing logistics and supplies for program events like interschool quiz games, graduations, etc.
• Support the Finance Manager in managing fixed assets, ensuring proper recording and safekeeping.
• Support in maintaining documentation for the vehicle fleet in the field office, including regular maintenance and adherence to vehicle usage policies, in coordination with the Finance Manager and the Procurement officer
• Review all purchase requisitions and support the Procurement team to ensure all procurements comply with competitive bidding.

How to Apply:

All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section