🇸🇱 Job Vacancy @ Helen Keller International – Administration Assistant
JOB DESCRIPTION
Administration Assistant
Job Type: Full time
Location: Freetown, Sierra Leone
Start Date: 1st November 2022
End Date: Annual contract (renewable)
Reports to: Administration & Operations Manager
Open to Expatriates: No
Grade: G
Introduction
Helen Keller International is a global health organization dedicated to eliminating preventable vision loss, malnutrition, and diseases of poverty. Helen Keller Intl partners with communities that are striving to overcome longstanding cycles of poverty and is devoted to scaling up evidence-based, cost-effective solutions to improve care practices and ensure that basic health interventions reach vulnerable people, with a focus on women, youth, and children.
Helen Keller Intl has been operating in Sierra Leone for nearly 20 years in support of the Nutrition and Neglected Tropical Disease (NTDs) components of the National Health Development Plan of the Ministry of Health and Sanitation, as well as food security component of the Ministry of Agriculture.
Scope of Work
The Admin Assistant will support general office operational activities of Helen Keller International country office (CO). They will provide support in the day-to-day delivery of responsive, effective and efficient administrative activities to achieve Hellen Keller International’s mission to serve the most vulnerable populations.
Essential Duties and Responsibilities
Specific tasks include, but are not limited to, the following:
Office
- Responsible for office daily checklist
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Maintain contact lists for staff and other interlocutors
- Responsible for reporting maintenance at the office
- Ensure that drinking water supply for staff is provided and the dispensers re-filled as required
- Ensure there is always water in the office toilets and kitchen
- Manage the timely purchase and distribution of recharge cards for staff and organize communication packs (phone and modem) for incoming visitors.
- Manage utilities and stationeries in the office.
- Oversee the activities of the cleaners and office assistants.
- Coordinate office equipment/supplies by ensuring that all the equipment in the office is working and reporting any malfunctions/repairs/changes to be made.
- Ensure all office public notice boards are cleaned and obsolete adverts removed, e.g., expired job announcements, etc.
- Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required.
- Ensure all wall clocks have correct readings and are continuously powered.
- Any other duties assigned by supervisor.
Administration
- Maintain proper records of all correspondence.
- Assist in facilitating arrivals and departures of staff and visitors from and back to Sierra Leone/Freetown.
- Support the in processing of payment of travel (flights and accommodation) expenses.
- Ensure that all facilities are functioning well, including office supplies, electricity, maintenance and repair, internet and other communications functions. This includes daily routine checks of lights out and switching off appliances after the close of business.
- Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., meetings with other teams, partners training and staff training).
- Provide support to Country Director, as needed.
Store Management
- Assist in managing stationery items and consumable stores effectively and efficiently
- Receive requisition and provides supplies to concerned staff
- Issue out and support with requested items for training/workshop/meeting for the program
- Assist in managing assets/inventory check.
Qualification and experience
- High School Diploma required. Professional Degree/Diploma/Certificate or courses in administration a plus
- 2-3 years of relevant experience
- Experience working in an office environment in a clerical or administrative role.
- Ability to multitask and handle pressure well
- Ability to maintain confidentiality
- Excellent written and verbal English language skills.
To apply, please send your CV and cover letter to
