Context and Background

The Administrative Assistant (AA) is responsible for handling administrative duties for Vallée de Mai management, which includes handling day-to-day office tasks, communications and administration activities.

Duties and Responsibilities

Act as a support staff to the Site manager and other heads of departments by assisting with administrative duties.

• Attend to staff queries
• Attend to clients on the phone and at the office
• Prepare rota for Operations and Sales staffs
• Verify clock cards and work record sheets for all staffs
• Verify Leave applications forms for approval by SM and HO
• Assist with staff appraisals
• Assists with completion of best employee performance evaluation form
• Go through contracts of employment with new recruits and ensure that all staff has a valid signed contract and job description
• Carry out filing duties
• Keep attendance , sick leave record  of personnel and monitor staff attendance
• Process other staff request to Head Office
• Take and type minutes of meetings (management/staff general meetings)
• Undertake other typing duties
• Undertake monthly house inspections and circulate reports
• Route incoming and outgoing correspondences promptly
• Schedule meetings and appointments
• Deal with all correspondences internal and external
• Responsible for distributing of pay slip
• Liaise with other organisations/SIF stakeholders for information/activities involving SIF/VdM
• Liaise with other organisations for hiring of services including hire of vehicles, caterers services, venues for outside activities if VdM, waste collections, house lease, etc…
• Liaise and communicate with Human Resource and Administration Officer at HO

Any other relevant duties assigned by Supervisor

Skills and Attributes:

• Computer literate- The ability to use various specialist applications
• Communications – Good verbal  and written communication skills
• Good administrative skills
• Honest and discreet attitude when handling staff personal matters and company’s account
• Willingness to face  challenges and undertake professional development
• Teamwork
• Problem Solving
• Attention to the datails attitude

Professional Experience:

Minimum 2 years of professional experience in public or private sector is required

Qualifications and Experience

Minimum Diploma Level in subjects related to the post e.g. business studies, Secretarial and accounting or minimum 2 years working satisfactory working experience in the related field

Languages:

Fluency in English, French and Creole, knowledge of additional languages will be an asset.