Admin Assistant/Receptionist
Innovations for Poverty Action
Job description
Job Summary: Performs the day-to-day office management tasks such as premise maintenance and repairs, inventory recording, verification and deposition, support the office procurement function and provide oversight to the office safety and security management. Front desk management shall include handling petty cash transactions, handling payment processes, coordinating hotel and travel reservations, and general office support services. The position holder must maintain compliance to all the organizations policies and procedures.
Key Duties and Responsibilities
Office Maintenance & Repairs (15%)
- Follow up on utility issues (water, electricity).
- Coordinate repairs and servicing of generators and equipment.
Inventory & Stores Management (10%)
- Maintain accurate non-electronic inventory records.
- Conduct physical verifications.
- Document discrepancies.
- Manage store organization and safety.
- Prepare reports and maintain updated records.
Safety & Security Management (10%)
- Daily oversight of office security.
- Facilitate incident report processing.
- Maintain updated safety and security policies.
Front Desk Management (20%)
- Receiving and directing visitors.
- Managing printer/copier services.
- Supporting departments with admin tasks.
- Managing office keys and staff ID cards.
Petty Cash Management (10%)
- Manage all petty cash transactions per IPAU procedures.
- Reconcile and replenish timely
Staff Functions & Meeting Arrangements (10%)
- Take and circulate meeting minutes.
- Coordinate conference room use.
- Support training and office functions.
Insurance Management (5%)
- All Risk Insurance Management
- Other Insurances: Handle as per policy guidelines Public Liability and Fidelity Insurance
Procurement Support (5%)
- Support procurement processes.
- Conduct vendor due diligence.
- Process payments and maintain procurement trackers.
- Perform procurement duties when the Procurement Assistant is off duty.
- Perform clerical HR Support as delegated when required
- Efficient procurement operations and proper documentation.
Supervises the daily activities of office cleaners (10%)
- Manage their performance planning and assessment processes as per IPA HR guidelines.
- Ensure their timesheets are timely submitted and approved.
- Maintain a clean and hygienic office environment
End Results
- Smooth functioning of office infrastructure and uninterrupted utilities.
- Accurate inventories, well-organized and secure store area, and timely reporting.
- Safe working environment and compliance with safety procedures.
- Professional office reception and effective administrative support.
- Accurate cash handling and compliance with financial procedures.
- Efficient staff coordination and smooth meeting operations.
- Efficient insurance management with timely policy renewals, proper claims processing, and accurate insurance records
Qualifications, Skills and Experience
Required Professional Experience
- At least two years of work experience in a similar position, preferably with an international organization.
Required Education, training, license, registration, and certification
- A minimum of bachelor's degrees in administration, Social Sciences, Business Management or equivalent, stores management or materials supplies.
Preferred Knowledge and Qualifications
- Strong administrative skills
- Excellent customer service
- Understanding of HR and Finance processes
- Experience in stores management in a busy organization
- Strong writing and analytical skills
- Ability to multitask, work independently, and meet deadlines.
- Proficiency in MS Word and Excel
- Travel and/or Work Environment Requirement : Ability to travel up to 0%.
- Physical Requirements: Includes continuous sitting, keyboarding, communication, and vision work; occasional standing and walking.
- Language Requirements: Fluent Written and Spoken English
Reports to: HR/Admin Manager
About Organisation
Innovations for Poverty Action (IPA) is a research and policy non-profit that discovers and promotes effective solutions to global poverty problems. IPA brings together researchers and decision-makers to design, rigorously evaluate, and refine these solutions and their applications, ensuring that the evidence created is used to improve the lives of the world’s poor. In recent decades, trillions of dollars have been spent on programs designed to reduce global poverty, but clear evidence on which programs succeed is rare, and when evidence does exist, decision-makers often do not know about it. IPA exists to bring together leading researchers and these decision-makers to ensure that the evidence we create leads to tangible impact on the world. Since its founding in 2002, IPA has worked with over 400 leading academics to conduct over 600 evaluations in 51 countries. This research has informed hundreds of successful programs that now impact millions of individuals worldwide.