Proactive HR Services Ltd

Our client a well reputed organization is  looking for a motivated and detail-oriented Administrative Assistant.

Key Responsibilities:

The successful candidate will provide high-quality administrative and operational support to ensure the smooth functioning of the Department. Responsibilities include:

• Administrative Coordination: Manage schedules, organize internal and external meetings, prepare agendas, take minutes, and ensure timely follow-up on decisions and actions.
• Project Support: Assist with the implementation of projects related to human capital development, sustainability, and corporate social responsibility, including coordination with stakeholders, partners, and service providers.
• Communication and Liaison: Act as a point of contact for internal teams and external stakeholders; respond to queries, draft official correspondence, and ensure clear, professional communication.
• Event & Workshop Logistics: Coordinate the logistics for workshops, training sessions, stakeholder consultations, and forums, including venue booking, participant registration, and preparation of materials.
• Data and Documentation Management: Maintain accurate records, databases, and filing systems (both physical and digital); compile data and support the preparation of reports and presentations.
• Financial & Procurement Support: Assist with basic procurement procedures (e.g., requesting quotes, following up on orders) and monitor relevant budget lines for divisional activities.
• Reporting & Monitoring: Support the preparation of progress reports, activity updates, and monitoring tools to ensure timely tracking of initiatives and deliverables.
• Team Collaboration: Work closely with other divisions and contribute to cross-functional projects aligned with the organization’s strategic objectives.

Minimum Qualifications & Requirements:

• A Bachelor’s degree in Management, Business Administration, Public Administration, or a related field.
• At least 2 years of relevant work experience in an administrative or coordination role, preferably within the NGO, private sector, or development sectors.
• Excellent command of written and spoken English and French.
• Proficient in Microsoft Office tools (Word, Excel, PowerPoint, Outlook); experience with digital collaboration tools is a plus.
• Strong organizational and multitasking skills with keen attention to detail.Good interpersonal skills and the ability to engage effectively with a wide range of stakeholders.
• Demonstrated ability to work independently, take initiative, and adapt in a dynamic and fast-paced environment.
• High level of integrity, professionalism, and discretion in handling confidential information.