Key Responsibilities:

1. Office Management:

• Manage day-to-day office operations, including maintaining office supplies and equipment.

• Ensure the office environment is clean, organized, and conducive to productivity.

• Handle incoming and outgoing correspondence, including mail, emails, and phone calls.

2. Administrative Support:

• Provide administrative support to the Executive Director, Program Manager, and other staff as needed.

• Schedule and coordinate meetings, appointments, and events, including preparing agendas and taking minutes.

• Maintain and update organizational files, records, and databases.

3. Communication and Coordination:

• Serve as the first point of contact for visitors, partners, and stakeholders.

• Coordinate communication between staff, partners, and external stakeholders.

• Draft and edit letters, reports, and other documents as required.

4. Program Support:

• Assist in the preparation and distribution of program materials and reports.

• Support the planning and execution of program activities, workshops, and events.

• Maintain program records and ensure they are up-to-date and accurate.

5. Financial and Logistics Support:

• Assist in the preparation of financial documents, such as invoices and expense reports.

• Support the procurement process by obtaining quotes and maintaining supplier records.

• Coordinate travel arrangements and logistics for staff and visitors.

6. Other Duties:

• Perform other administrative tasks as assigned by the Executive Director or Program Manager.

• Support the organization’s communication efforts by assisting with newsletters, social media, and website updates.

Qualifications and Experience:

• Degree Diploma in Business Administration, Office Management, Records Management, or a related field.

• Minimum of 1 year of experience in an administrative or secretarial role, preferably in the non-profit sector.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Ability to work independently and as part of a team.

• Knowledge of youth development or community empowerment programs is an asset.

Key Competencies:

• Attention to detail and accuracy.

• Strong interpersonal and customer service skills.

• Ability to multitask and prioritize tasks effectively.

• Cultural sensitivity and ability to work in a multicultural environment.

• Proactive and solution-oriented approach to work.