Admin / Operations Assistant at Centre for Women’s Health and Information (CEWHIN)

JOB TITLE: Admin / Operations Assistant

JOB LOCATON

• We are seeking an Admin / Operations Assistant to join our dynamic team. If you’re organized, proactive, and passionate about ensuring smooth operations and administrative excellence, this role is for you!

Scope of Work

• The Administrative Officer will be responsible for ensuring efficient and effective administrative operations within the organization.
• This role involves managing office systems, supporting staff, and maintaining compliance with organizational policies.

Key Responsibilities
Office Management and Operations:

• Oversee daily office operations, including managing schedules, supplies, and facilities.
• Maintain office equipment, ensuring proper functionality and timely servicing.
• Organize and manage physical and digital records, ensuring confidentiality and accessibility.
• Supervise office cleanliness, safety, and security protocols.

Administrative Support:

• Coordinate and schedule meetings, appointments, and events, including preparing agendas and minutes.
• Serve as the point of contact for internal and external communications.
• Manage correspondence, including drafting, reviewing, and distributing emails, letters, and reports.
• Support the preparation and submission of organizational reports and documentation.

Financial and Resource Management:

• Monitor and manage administrative budgets, including tracking expenses and ensuring cost efficiency.
• Process invoices, reimbursements, and other financial transactions in collaboration with the finance team.
• Procure office supplies and services, ensuring adherence to procurement policies.

Human Resources Support:

• Assist with onboarding new employees, including preparing workspaces and orientation materials.
• Maintain employee records and track attendance, leave, and other HR-related documentation.
• Support staff training and professional development logistics.

Compliance and Policy Implementation:

• Ensure adherence to organizational policies and procedures.
• Assist in the development and updating of administrative policies and guidelines.
• Maintain compliance with legal, regulatory, and organizational standards.

Communication and Coordination:

• Facilitate communication between departments and external stakeholders.
• Coordinate logistics for organizational events, workshops, and conferences.
• Handle travel arrangements, including booking accommodations and transportation.

Reporting and Improvement:

• Prepare periodic administrative reports and recommendations for operational improvements.
• Identify inefficiencies and propose solutions to enhance administrative processes.

Key Skills and Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.
• A minimum of 3 years of experience in administrative or operational roles.
• Proficiency in office management tools (e.g., Microsoft Office Suite, Google Workspace).
• Familiarity with basic financial management processes (e.g., invoicing, budgeting, procurement).
• Experience with scheduling and task management tools is an advantage.
• Strong ability to manage multiple tasks, prioritize work, and meet deadlines effectively.
• Proven experience maintaining organized physical and digital records.
• High level of accuracy in preparing reports, correspondence, and maintaining records.
• Understanding of organizational compliance and policy implementation.

HOW TO APPLY
To apply for the ongoing Centre for Women’s Health and Information (CEWHIN) job recruitment, visit the job APPLICATION PORTAL to submit your application!

Note: Applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.