Administrative Assistant, Administrative Services Department (DAS)

Position purpose
The Administrative Assistant provides administrative support for day-to-day office operations and asset management related activities. This includes maintaining basic asset records, reporting minor facility issues for resolution, assisting in setting up workspaces for new staff, and performing routine administrative duties as needed.

Key functions and Responsibilities
Under the close technical supervision of the Director, Administrative Services, the Administrative Assistant performs the following tasks:

Asset Management

• Assists in receiving and inspecting new assets for condition and completeness.
• Tags and register assets.
• Updates records on asset location, allocation, and custodianship.
• Supports periodic physical inventory checks and report discrepancies.
• Facilitates asset transfers and movements between departments.
• Maintains records of asset maintenance and service activities.
• Helps track routine servicing needs and report as necessary.
• Provides asset information for reporting purposes.
• Assists in documenting assets for write-off or disposal.

Maintenance & General Office support

• Monitors maintenance requests and report issues to the supervisor for follow-up.
• Assists with setting up workstations and supplies for staff.
• Distributes office supplies and assist with small purchases or deliveries.
• Supports routine documentation, communication, and coordination tasks.
• Provides back-up support for DAS staff as assigned by the Director.

Competencies:

• Professionalism: maintains a level of expertise and professional knowledge commensurate with the respective position and job description.
• Results Orientation: demonstrates ability for achieving results against an internal or external standard of excellence.
• Communication and interaction with impact: Transfers efficiently and effectively information and messages, wields effective tactics for persuasion.
• Client/stakeholder orientation – ensures appropriate service of high standard to internal and/or external customers and develops constructive and sustainable business/ customer relationships.
• Teamwork: effectively cooperates with others aiming at the achievement of team objectives.
• Cultural sensitivity/Diversity: supports and promotes an environment that holds opportunities for all, regardless of race, gender, culture and age.
• Integrity: maintains standards of objectivity, independence and discretion. Behaves ethically and in consistency with institutional core values.
• Accountability: exhibits a strong sense of responsibility for one’s work and resulting consequences.
• Innovation and change: is open to and applies novel ideas and thinking to improve processes, methods, systems or services. Accepts and adapts to changes.
• Critical thinking: clarifies goals, examines assumptions, evaluates evidence, accomplishes actions, and assesses conclusions.

Required knowledge, Skills and Experience

• Completion of secondary education
• At least 3 years of working experience of general administrative nature (standard duration required to achieve a College or First university degree, if completed, shall be counted towards the work experience requirement).
• Familiarity with asset management or office administration, (this may include internships or volunteer work).Excellent command of written and spoken English.
• Excellent Microsoft Office skills (Excel, Word, Outlook).
• Attention to detail in documentation and follow-up.
• Ability to organize and prioritize tasks under supervision.
• Good interpersonal skills and a service-oriented attitude.
• Excellent command of written and spoken English

Desirable Knowledge, Skills and Experience

• First University degree
• Experience handling minor logistical or facility coordination.
• Experience in an international development financial institution (this may include internships or volunteer work).

For a candidate to participate in the competitive selection for this position, s/he must meet at least the following minimum requirements:

• Completion of secondary education
• At least 3 years of working experience of general administrative nature (standard duration required to achieve a College or First university degree, if completed, shall be counted towards the work experience requirement).