ADMINISTRATIVE ASSISTANT

Main Purpose of the Job

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. The role supports management and employees through a variety of tasks related to organization and communication, ensuring all administrative duties are completed accurately, with high quality, and promptly.

Key Relationships
Internal: Head of Department in the Secretariat, Bishop Secretary, Vicar General, and Bishop.
External: Other institutions of the Diocese, Parishes, and Parish Priests, Visitors, and other Stakeholders.

Duties and Responsibilities

• Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Answer and direct phone calls professionally.
• Receive, distribute, circulate, and file all documents coming into the office.
• Organize and schedule meetings and appointments.
• Distribute documents to suppliers and other agencies.
• Maintain staff and parishes’ contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Develop and maintain an administrative filing system and records.
• Order, maintain, and manage office stationery and supplies.
• Arrange flight travel for staff and visitors.
• Welcome, and direct visitors to specific offices.
• Maintain department schedules, including calendars, meetings, conferences, and teleconferences.
• Ensure confidentiality and security of office operations.
• Maintain office supplies inventory by checking stock levels.
• Secure information through proper database management and backups.
• Provide historical references by utilizing filing and retrieval systems.
• Enhance professional knowledge by attending educational workshops.
• Contribute to team efforts by accomplishing related tasks as needed.
• Ensure premises are secured before leaving and opened every morning.
• Maintain general office tidiness.
• Perform any other duties as assigned by the supervisor.

Academic and Professional Qualifications

• A Diploma in Secretarial Studies, Office Administration, Office Management, Hospitality, Front Office Management, or a related field.
• Formal training in office procedures and the use of office equipment is a must.

Relevant Experience, Skills, and Competencies

• Minimum of 2 years’ experience in a busy office, preferably in an NGO setting.
• Strong report writing and documentation skills.
• Excellent typing skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong administrative writing and reporting skills.
• Excellent scheduling and time management skills.
• Professionalism, confidentiality, and organizational skills.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize work effectively.