Administrative Assistant

Job Description

Administrative Assistant

Overall Job Objective:

Reporting to Senior Managers at the Head Office, the Administrative Assistant is responsible for ensuring that all offices are well-stocked with necessary stationery, toiletries, and essential groceries by conducting regular spot checks. Additionally, the role involves answering calls, scheduling meetings, and performing various administrative duties, including filing, typing, copying, binding, and managing schedules.

Key Responsibilities:

Manage incoming and outgoing correspondence in line with GS Cash administrative policies.

Provide general support to visitors and maintain contact and signing lists.

Compile and maintain transport, insurance, and travel records.

Maintain and update filing, inventory, mailing, and database systems manually and electronically.

Prepare purchase requisitions and inventories, and order materials, supplies, and services for senior management approval.

Manage training bookings, meetings, and other schedules for various departments.

Serve as the first point of contact for office maintenance, cleaning, and security personnel.

Monitor and replenish stationery supplies for all departmental units.

Review files, records, and documents to provide information in response to requests.

Ensure timely and effective official correspondence with external parties.

Receive, process, and distribute mail, documents, and information.

Manage agendas, travel arrangements, and appointments for senior management.

Qualifications and Skills:

Minimum of a Grade 12 School Certificate.

Valid Driver’s License (advantageous).

Diploma in Office Administration or equivalent combination of education and experience.

Excellent communication and interpersonal skills.

Strong attention to detail and follow-up skills.

Ability to work under pressure and meet deadlines.

Effective time management skills.

Initiative and problem-solving abilities.

Proficiency in Microsoft Office (Excel, Word, PowerPoint).