The Employee will serve as the Administrative Assistant and is responsible for providing administrative and clerical services in order to ensure that operations are maintained in an effective and efficient manner. Pursuant to Tt DPK’s contract with USAID and under the direction of the Human Resources and Office Manager, the Employee provides administrative and clerical services but not limited to the following responsibilities:

- Answer telephones, route calls, and take messages for staff member.
- Meet and greet clients and visitors.
- Assist staff with administrative duties as requested.
- Receive training requests from root organization
- Plan training in keeping activities calendar updated
- Ensure that RPA are submitted on time and resources such as: advance check, training material and office supplies, logistics, are available
- Place food, Refreshment, snack , etc. orders
- Ensure that vendors submit adequate receipts and are paid on time
- Prepare activity expense reports in compliance with Projustice’s regulations and procedures
- Create and modify documents, reports and presentations using Microsoft Office.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Maintain hard copy and electronic filing system.
- Maintain records of in-coming and out-going documents.
Maintain/update activities’ calendar; keep duly informed Projustice’s about activities’ updates, changes, cancellation.
Copy, assemble and distribute packets for meetings, workshops, etc.
- Support staff in assigned project based work.
- Petty Cash Management
- Inventory management and maintenance
- Assist with procurement in sending out RFQs, collecting bids while following procurement guidelines and regulations per Tt DPK Procurement Manual;
- Keep track of office equipment maintenance records
- Manage office services to ensure timely and adequate service to office equipment, including: generator, inventor, cistern water.
- Request from PROJUSTICE Administration in a timely manner office supplies, utility check payments, petty cash replenishment and other and other services.
- Keep PROJUSTICE Administration abreast of all office operations and administrative issues
- Maintain daily contact with Projustice’s HR& Office Manager and the Finance Manager
- Ensure proper maintenance of office procedures and record keeping
- Assist program staff and consultants as requested
- Manage project documentation according to DPK filing system.

-Good communication skills
-Ability to work well as part of a team
-Computer literacy and good typing skills
- A good level of English spelling and grammar
-Accuracy and attention to detail
-Ability to use your own initiative but also know when matters need to be referred to a supervisor.

This job description will be amended with some specific roles and responsibilities by the Human Resources&Offce Manager as those are defined and delegated.