Position: Bi-lingual Administrative Assistant (English & French)

Duration: Full-Time

Job Location: Senegal and Cameroon.

Job Summary: 

The Administrative Assistant is a vital part of the organisation, contributing to its overall success by performing a broad range of secretarial and administrative duties. This role involves managing confidential and sensitive matters, coordinating schedules, organising meetings, and supporting daily operations and programmes. The assistant will ensure seamless communication and support management, staff, and service providers. By efficiently handling administrative tasks and operational responsibilities, the assistant helps create a positive and productive work environment, fostering smooth collaboration and effective programme delivery across Paradigm Initiative.

Reporting To:

Administrative Officer.

Roles and Responsibilities:

• 1. Administration

• Handling office tasks, such as filing, generating reports and presentations, setting up meetings, transcribing minutes from meetings, and reordering supplies.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Based on project requirements, researching and identifying potential vendors (e.g., interior decorators, structural engineers, and contractors).
• Assisting in evaluating vendors based on cost, quality, and reliability.
• Serving as the primary point of contact for vendor inquiries and follow-ups.
• Assisting in tracking vendor performance against agreed-upon deliverables and timelines
• Maintaining a database of pre-qualified vendors for future reference.
• Assisting in compiling and organising data for property evaluation reports.
• Formatting and proofreading reports to ensure accuracy and professionalism.
• Maintaining a centralised repository for all property-related documents and reports.
• Making travel arrangements, such as booking flights and cars and making hotel and restaurant reservations.
• Supporting the coordination and execution of operational activities and programme-related tasks, ensuring efficient workflow and program deliverables.
• Assisting with preparing and organising program-related meetings, events, and activities, ensuring that resources are available and activities run smoothly.
• Collaborating with various teams to gather and analyse programme-related data, preparing reports, and ensuring adherence to operational timelines.
• Supporting the logistics and coordination of operational initiatives across departments to enhance productivity and streamline processes.
• Any other tasks assigned by the Line Manager

2. Financial Management

• Collating, gathering, compiling, and reviewing data and financial statements weekly, monthly, and annually for the Line Manager. 
• Raise vouchers for events and other activities as required.

• 3.  Customer Relations 

• Maintain polite and professional communication via phone and e-mail.
• Daily communication with the team and internal/external departments (both written and oral)

Qualifications, Knowledge, Skills, and Abilities: 

• Degree in Business Administration, Public Administration, Social Work, or equivalent.
• At least 2 years experience in Administrative related duties
• Bilingual: English and French speaking
• Good knowledge of Microsoft Office packages.
• Experience in planning, decision-making, analysing and record-keeping.
• Experience in administrative management, travel and event management is an advantage.
• Ability to build and manage good working relationships with staff at all levels.

Key Results Areas:

• Provide administrative support.
• Deal with incoming posts and emails – distributing to appropriate members of staff.
• Raising vouchers for payment.
• In the absence of the line manager, to take minutes of meetings as required.
• Alongside the line manager, acting as the first point of contact and dealing with straightforward enquiries by phone, email or letter from internal and external customers.
• To undertake any other duties commensurate with the position as designated by the line manager.
• Number of qualified vendors identified per project
• Monthly procurement of office supplies for all locations
• Book flight arrangements for staff/events/group bookings within 72 hours of the approval.
• Book hotel arrangements for staff/events/group bookings within 1 week of the approval
• Ensure the daily general administrative running of the office 
• Maintain monthly supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies 
• Any other duties as assigned by the Senior Officer, Administration

Competencies

• Effective writing, listening and speaking communication skills 
• Attention to detail and error-free reporting
• Organising and task management
• Punctuality

Prompt attendance at meetings at least before the scheduled time of such meetings.

• Use of productivity tools—Google Calendar, timesheets, Smartsheets: Use the Google calendar to schedule tasks and meetings, submit weekly error-free timesheets as and when due, and prompt updates on Smartsheets.
• Integrity and honesty
• Zero reports on issues of mishandling of money, fraud or conversion of official funds to personal use.
• Courtesy and respect for others
• Respect for constituted authority
• Managing and embracing change: Ability to welcome any new direction that the Organisation is taking.
• Fosters teamwork

Readiness and willingness to work with others on projects.

• Patience
• Personal development
• Creativity and taking initiative
• Achieving results
• Risk management and quality
• Prompt feedback on tasks and acknowledgement of official communication

Please note that this role is hybrid, and the successful candidate must reside in one of the following locations: Senegal and Cameroon.

Remuneration is between $13000 and $15000 gross salary per annum, depending on years of quality and relevant experience. This remuneration package comprises annual gross salary and reimbursements (housing, transportation allowance, pension, meal allowance, utility allowance, dependant allowance, communication allowance, and bi-lingual allowance). 

Other benefits included are a 13th-month salary upon confirmation, paid vacation, training and development, birthday allowance, medical cover for self, spouse, and up to 3 children, dependent allowance, staff loan scheme, staff lunch, paid maternity leave, and paid paternity leave.

You can submit your application here. 

The application closes on March 2, 2025, but the position will be filled as soon as we find the right fit. If you are the right fit, do not delay sending your application.

Please note that submitting multiple applications for this job opening may reduce your chances of being shortlisted. Only shortlisted candidates will be contacted.

Paradigm Initiative is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.