Administrative Assistant

Requirements

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  Bachelor's degree in accounting, business administration, social science, Public Administration, or any related discipline.  
  

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  Minimum of 3 years of relevant professional experience in office administration and management, stores management, customer services or Finance preferably in an NGO set up. 
  

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  Computer proficiency, including Microsoft Word and Excel. 
  

Administrative Support:  

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  Ensure reception services are delivered professionally, providing visitors with a warm welcome and promptly addressing their needs. 
  

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  Order staff meals and ensure food safety standards are maintained. 
  

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  Manage all incoming communications (telephone calls, letters, emails, etc.), ensuring they are handled professionally and directed to the appropriate persons in a timely manner. 
  

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  Serve as custodian of all office keys and ensure the premises are securely opened and closed as required. 
  

Inventory Management   

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  Receive goods and materials delivered to the store, ensuring proper documentation and verification against delivery notes and purchase orders. 
  

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  Arrange, label, and store items systematically to maintain order, accessibility, and safety. 
  

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  Maintain accurate stock cards and update digital inventory records in a timely manner. 
  

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  Conduct regular stock counts and support annual or periodic audits as required. 
  

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  Monitor stock levels and promptly notify the supervisor of low, expiring, or slow-moving items. 
  

Asset Management  

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  Maintain an updated asset register with details such as asset name, serial number, tag number, location, custodian, and purchase date.  
  

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  Ensure staff sign asset custody forms when issued equipment (e.g., laptops, phones).  
  

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  Maintain a log for borrowed, transferred, or returned assets.  
  

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  Conduct periodic asset verification (quarterly, biannual, or annual).