Administrative Assistant

JOB PURPOSE:

• This individual will be responsible for providing front-office and administrative support to ensure smooth day-to-day operations within the HR Department and the Programme. They will serve as the first point of contact for visitors and general inquiries, support HR administrative processes, and assist in maintaining organized office systems, records, and communication channels.

KEY ROLES AND RESPONSOBILITIES:

• Receive, screen, direct, and maintain records of all incoming phone calls, emails, and other electronic and front office correspondence.
• Receive, record, and distribute all incoming and outgoing letters, invoices, parcels, and other deliveries to the appropriate internal and external recipients.
• Manage visitor reception by professionally receiving, recording, and guiding visitors, ensuring a welcoming and organized front office environment.
• Provide general administrative support, including scheduling meetings and appointments, assisting with staff travel logistics, photocopying, filing, data entry, and other assigned office support tasks.
• Provide HR administrative support by contacting candidates, scheduling interviews, coordinating inductions and training, performing HRMIS data entry, supporting HR events, and handling other assigned HR-related administrative duties.
• Support HR service delivery by responding to, recording, and escalating general HR inquiries related to HR operations, HRMIS, policies, and procedures.
• Ensure the Reception and HR offices are well organized, presentable, and maintained in compliance with professional standards, policies, and procedures.

EDUCATIONAL QUALIFICATIONS AND CAREER EXPERIENCE:

• A minimum of a diploma in business administration, management, or related field from a recognized institution.
• Minimum of 2 years of experience in HR and Front Office Operations in a busy multi-cultural environment.
• Practical experience in the use of technology in HR and Front Office Operations.

Core Competencies:

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to work with diverse teams and build strong relationships.
• Ability to deliver quality outputs within strict timelines.
• Excellent customer service skills, very well groomed, and flexible.