Position Summary: The Administrative Assistant will be providing support services to the National Director and be responsible for the

activities of the Administration Department, which entails liaison with stakeholders and all departments within National

Office while building and supporting Team, as they support the National Director (ND) in various activities. 

I. Essential Duties and Responsibilities:

1:  Administration

1. To be responsible for internal and external correspondence and editing reports, documents, and presentations for the National Director (ND) and provide support for departments with correspondence
2. To schedule and prepare correspondence/documents in preparation for appointments and meeting documents/files, maintain an events calendar, and sending reminders for the ND
3. To copy, scan, and email documents for the ND, as well as taking accurate and comprehensive notes at meetings
4. To maintain filing system, ensuring all relevant documents are correctly filed
5. To establish and maintain a filing catalog
6. To liaise with internal departments, answering calls, and making travel arrangements
7. To manage and respond to ContactUS emails ensuring the proper redirection to departments, Volunteer and Membership correspondence and monitor follow-ups using a log book
8. To ensure the admin office telephone is answered in a courteous manner and
9. Due follow-up and/or feedback is executed in a timely manner
10. To assist with the preparation of Board packages, ensure follow up of minutes and any Board related matters that require support
11. To plan and execute annual AGM
12. To assist with the preparation of Donor packages
13. To assist with ensuring the timely payments of all statutory bills
14. To order office supplies and replacements, as well as managing mail and courier services
15. To ensure that office HSS is in compliance
16. To ensure the office is clean and tidy by effective management of the activities of the Auxiliary staff
17. To assign the activities of the Liaison Officer and keep records of vehicle usage and maintenance
18. To assist with the preparation of tokens of appreciation/reminders to ND for board and staff - birthdays, anniversaries, professional achievements
19. To prepare facilities for scheduled events and arranging refreshments, as required

2. Human Resources

1. To support the HR Coordinator with the Human Resource needs of the organization
2. To manage the timesheet records and lateness and absenteeism records
3. To maintain staff files

3. Interdepartmental Assistance and Support

1. To assist the Resource Development and Volunteer departments with events logistics & support
2. To support volunteer activities inclusive of attending “builds” where possible
3. To assist Community Development/Legal with collection of homeowners documents and coordination of transportation coordination for site visits
4. To assist other departments with administrative and logistical support/coordination

4. Reports

1.  To prepare daily time sheet with work done
2. To prepare monthly workplan with weekly updates
3. To update the monthly and quarterly ND report
4. To provide weekly feedback/progress reports to the National Director
5. To provide meeting reports

III.  Attend

1. To attend department, inter-department, other general staff and stakeholder meetings while providing support as required
2. To attend and provide support to the National Director with meetings
3. To conduct weekly Administration Department meetings

4. Other

1. To uphold all safeguarding, ethics and relevant HFH policies in the execution of duties
2. To promote gender & diversity equality, democratic and inclusive decision-making, placing people at the center of all that we do
3. Any other related duty, which many be assigned from time to time in alignment with the achievement of the goals of the organisation

Education,Qualifications, andExperience: 

Minimum Required:

1. At least a diploma in Business Administration or Certificate with at least 3 years experience as a Personal assistant
2. Must have at least 2 years’ experience in a similar role
3. Strong interpersonal skills
4. Must be Tech-savvy and experience with strong skills in use of Microsoft Office, in particular Word, PowerPoint, EXCEL and email programs
5. Active listening and good communication skills
6. Proactive approach to problem-solving
7. Ability to multitask
8. Strong time-management and organization skills
9. Ability to host and present at meetings
10. Ability to work independently and motivate self to achieve success
11. Must have a passion for community service

Preferred:

1. An Associate or bachelor’s degree in business administration or business management
2. Proven experience as an Executive Assistant
3. Working experience in Supply Chain Management

Type of contract: Contract of Services – 3 years