Administrative Assistant

Job Description

Responsible to: Finance and Operation Specialist

To provide overall procurement processes, tracking procurements of goods and services through the procurement cycle, ensuring that adequate competition is achieved for procurements, and providing regular procurement mentoring to project staff to support project implementation. S/he will provide timely staff services and efficient office operations in the areas of voice communications, mail,  inventory management, supplies, and equipment maintenance

Safeguarding level:

VSO has zero tolerance of abuse and exploitation of vulnerable people. We will expect all our employees/ volunteers to commit to protecting children, young people and vulnerable adults from harm and abide by our Global Safeguarding Policy

Level 1:

This post will have no direct contact/access to children and vulnerable adult, post holder will be expected to have a full commitment to uphold VSO safeguarding policy at all times. As part of our safer recruitment practice, a criminal background check (Basic DBS check for UK or equivalent Police check) will be obtained for post holder prior to start date.

Task Responsibilities

Administration

• Handle all phone general inquiries and requests for information and materials
• Mann the office gate
• Responsible for general administration tasks within the office environment e.g., coordinating repairs and general office maintenance.
• Have the primary role of ensuring that all office administrative functions are coordinated to achieve a high level of productivity within the office.
• Asset register development and maintenance
• Office supplies procurements
• Liaise with service providers e.g medical aid, doctors etc for service and making bookings
• Office assets register accurately maintained

Procurement

• Verify deliveries are complete and done in a timely manner.
• Respond to procurement/logistics requests related to supplies, materials for project activities
• Process procurements according to respective rules and regulations.
• Maintain comprehensive procurement files, including solicitations, proposals, evaluations, award documents, official contracts, and correspondence on all procurements, following policies and local law.
• Supervise and verify the procurement of materials according to the or needs of the project.
• Ensure presentation of sufficient selection that meets requirements of quality assurance, delivery, and transparency.
• Process procurements according to respective rules and regulations to grantees
• Global procurement policies, procedures are adhered to strictly applied and compliant with local laws on procurements.
• Program support effectively rendered to all program procurements in line with project timelines

Collaboration responsibilities (key teams/roles this role will be working with)

• Volunteers
• Finance &Operation Specialist
• Suppliers

Competence required 

• Degree or Higher National Diploma in administration, or related degree.
• 3 – 5 years related work experience in project implementation work.
• Clean class 4 driver’s license with 5 years’ of continuous driving experience
• Administrative and procurement skill
  • Experience of rules and regulations for non-profit organisations.
  • Knowledge of donor procurement procedures.
  • Experience of working in multiple foreign currencies.
• Communication and Influencing Skills –
  • Good written and verbal communication skills – able to listen, present, discuss, report, put views forward, negotiate with confidence.
  • Sensitivity to cultural and language differences, able to interact with people at all levels of the organisation.
  • Able to work with others in a consultative way, ability to withstand and resolve conflict, negotiating professional solutions
• Decision Making and planning – professional judgement and discernment.
  • Capacity for inquiry, research, logical and analytical thinking, powers of reasoning and critical analysis.
  • Experience of decision modelling.
• Planning and Organisation –
  • Able to prioritise within restricted resources to tight deadlines.
  • Able to anticipate and adapt to change.
  • Strong attention to detail.
  • Ability to work independently with minimal supervision.
  • Self-motivated to set initiatives and self-learning.
• Desirable – Commitment to VSO’s work and values