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ThinkWell is recruiting a Administrative Assistant.
Overview
ThinkWell is an emerging health systems development organization. While our core area of work is health financing, we take a health systems approach and provide support to human resources for health, health information systems, private sector engagement, and research and evaluation.
Collaborative Development Mozambique (CDM) is ThinkWell’s affiliate in Mozambique. We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical task simultaneously, providing support to our managers and employees, assisting in daily office needs and managing our office general administrative activities. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. The Administrative Assistant will reports direct to the Operation Manager or head of a unit/department. The successful candidate should be familiarized with NGOs and with previous experience as a secretary or Executive or Administrative Assistant.
Responsibilities
Mozambique office Administrative Assistant
- Cove the reception desk, answering and direct phone calls and provide general support to visitors;
- Organize and schedule appointments;
- Plan meetings and take detailed minutes;
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories;
- Write and distribute email, correspondence memos, letters, faxes and forms;
- Assist in the preparation of regularly scheduled reports;
- Carry out administrative duties such as filing, typing, copying, binding, scanning and maintain a electronic filing system;
- Order office supplies and research new deals and suppliers;
- Maintain contact lists;
- Maintain supplies inventory by checking stock, anticipating needs and placing and proposing orders for managers approval;
- Book travel and accommodation arrangements, conference calls, taxis, couriers;
- Submit and reconcile petty cash expense reports;
- Act as the point of contact for internal and external clients;
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
Qualifications
- High School degree, additional qualification as an Administrative Assistant or Secretary such as certificate/Diploma in Business Administration or and Bachelor in Business Administration will be considered;
- Minimum 5 years of experience in an office environment;
- Ability to work in multicultural team and handle multiple projects;
- Knowledge of office management systems and procedures;
- Working knowledge of equipment, printers and copy machines;
- Proficiency in MS Office (MS Excel and MS Power point, particularly);
- Excellent time management skills and ability to prioritize work;
- Attention to detail and problem solving skills;
- Proficiency on writing and verbal communication skills both in English and Portuguese;
- Strong organization skills with ability to multi-task;
- Previous experience with a non-for-profit entity is preferred;
- Ability to organize and prioritize a heavy volume of tasks.