Administrative Assistant

JOB DESCRIPTION

The Office Administrator provides comprehensive administrative, office coordination, and logistical support to ensure the efficient day-to-day functioning of the branch. The role supports management and staff through effective office administration, internal communications, reception services, travel and logistics coordination, records management, and reporting. The incumbent of the role further acts as a central point of coordination for office operations, internal communication within the branch and across the MEA Block, and provides stand-in support for the Personal Assistant when required, contributing to a professional, well-organized, and service-oriented working environment. The role requires the application of sound administrative judgment, proactive problem-solving skills, and the ability to manage operational administrative tasks independently where required.

Key Responsibilities:

Office Administration

• Manage the day-to-day administrative operations of the branch to ensure smooth and efficient
• office functioning
• Act as the focal point for all internal communications within the branch and coordinate the
• dissemination of internal communications across the MEA Bloc
• Manage and oversee the scheduling, upkeep, and effective use of meeting rooms
• Maintain and regularly update the office telephone directory
• Manage and oversee the office intercom system
• Distribute all physical mail and courier deliveries in a timely and confidential manner
• Ensure effective coordination, communication flow, and administrative support across teams
• Manage office consumables and stationery by monitoring stock levels, maintaining inventory
• records, and placing orders in a timely and cost-effective manner
• Organize and maintain files, documents, and records securely

Administrative Support

• Provide administrative support to managers as required to support effective business operations
• Assist in the planning and coordination and execution of company events
• Identify and report administrative inefficiencies and propose improvements
• Compile and prepare regular administrative reports, including weekly reports such as overtime
• reports
• Collect, verify, and consolidate administrative data and information from multiple stakeholders
• for reporting and record-keeping purposes
• Ensure accuracy, timeliness, and confidentiality in all administrative documentation and reports
• Act as a stand-in (second handler) for the Personal Assistant during periods of absence
• (unavailability), ensuring continuity of administrative and coordination support to the Office Head.
• Provide administrative and operational support in relation with the advisory contract for Zambia
• business opportunities, with a view of a possible setup of a new office in the nation.
• Support office set up activities, including coordination of furniture, equipment, utilities, and
• essential office services

Travel & Logistics

• Schedule and coordinate travel arrangements for staff and guests, including flights,
• accommodation, and itineraries
• Arrange transportation logistics as required, ensuring timely and efficient movement
• Communicate travel details clearly and accurately to all parties and ensure travel readiness and
• compliance with organisational procedures
• Arrange transportation logistics as required, including coordination with third-party transport
• providers for staff attending off-site meetings and engagements

Reception

• Coordinate the reception and collection of guests from the building reception area
• Notify staff of guest arrivals
• Serve as the first point of contact for visitors, ensuring a professional and welcoming reception

Vendor & Service Provider Coordination

• Liaise with vendors to ensure timely service requests/ordering, and delivery of supplies/ services
• Processing of workflows (MUGEN and CONCUR)

Office Maintenance

• Ensure the office premises are clean, safe, and well maintained at all times
• Coordinate routine maintenance, repairs, and servicing of office facilities and equipment
• Report and follow up on maintenance issues such as electrical faults, plumbing, or damaged
• furniture
• Liaise with cleaning staff, maintenance contractors, and service providers
• Monitor office equipment functionality and arrange repairs or replacements when necessary
• Ensure compliance with health, safety, and workplace standards
• Support space organization, office layout adjustments, and workstation readiness

Ad-hoc duties

Undertake ad-hoc administrative and logistical duties as and when required

PERSON SPECIFICATION

Skills/Knowledge:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with office management software, systems and equipment
• Ability to work as part of a team. Should be self-motivated and reliable individual
• Ability to manage multiple administrative tasks efficiently, maintain accurate records, and ensure
• smooth day-to-day office operations.
• Proven ability to manage competing priorities, meet deadlines, and respond effectively to ad-hoc
• requests.
• Strong written and verbal communication skills, with the ability to manage internal
• communications, liaise professionally with stakeholders, and convey information clearly and
• effectively
• High level of accuracy in managing and maintaining multiple sets of documentation,
• correspondence, schedules, and information from various stakeholders
• Professional demeanour with the ability to maintain strict confidentiality

Experience:

• Minimum 1 years of Office Administration experience

Education:

• Certificate in Office Management is preferable

Salary:

Salary range: R30,000 to R34,000

***The above mentioned is Base Salary amounts which exclude Benefits such as:

• 50% Medical Aid contribution paid by the Company
• 7% Pension Fund Contribution paid by the
• Commuting Allowance of R2,066 pm