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3 Jul 2019

Administrative Assistant

Job Description

Administrative Assistant

The Pharo Foundation is a private foundation established in 2011. Committed to the development of Africa, the Foundation has since been supporting projects in the Horn of Africa. These projects are contributing towards increasing access to education, health, water and agriculture and expanding people’s livelihoods options.

Job Title:          Administrative Assistant

Reports to:      Finance and Administrative Officer

Job Location: Hargeisa, Somaliland

Contract:          Permanent

Key duties and responsibilities:

To provide administrative support across the Foundation’s programme and operation teams.

To perform general reception duties to include answering calls and meeting and greeting visitors. Ensure new staff, visitors and guests from other Foundation offices receive an office orientation

Ensure all office facilities and equipment is in good working order and any necessary repairs are undertaken immediately.

Maintain asset/inventory register of the Foundation office, ensure new items are registered within 48 hours of purchase and carry out physical verification on a quarterly basis.

Check that any asset taken out of the office for official purpose is documented and its status monitored.

Initiate/assist with the procurement of office and programme stationery / supplies. Keep proper records for the utilisation of office stationery and supplies.

Manage the Foundation owned/rented vehicle fleets.

Ensure all field trips and travel plans are approved before the travel date and assign cars accordingly. Check/prepare fuel slips and prepare fuel tracking reports on a monthly basis.

Maintain an up to date filing system and assist with departmental filing. Make available all the administrative forms for staff.

Organise internal and external meetings for staff and visitors and take minutes of meetings as requested.

Arrange and support all staff travel, including flight and hotel bookings, airport pickups, visas, and expense reimbursements.

Establish and maintain Somaliland office photo library.

Line manage office domestic staff with the support of the Finance and Administrative Officer.

Assist with staff IT requirements including fixing computer/printers’ daily problems and ensure staff have received all the necessary support.

Other ad-hoc administrative duties as they may arise or as instructed by your line manager.

Required qualities and skills:

  • Degree in Business Administration or equivalent field.
  • Minimum 2 years’ experience of working in an NGO or of a similar capacity
  • Excellent communication and interpersonal skills.
  • Good writing and reporting skills.
  • Ability to be creative and innovative in generating new ideas and putting them into practice.
  • Ability to work under pressure and meet deadlines.
  • Proficient with Microsoft Office

How to Apply:

Interested candidates, who meet the above requirements should submit their application (Cover letter, updated CV) by email to SLoffice@pharofoundation.org with subject line “Application for Administrative Assistant” by Wednesday, 17 July 2019.


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