Administrative Assistant

The Admin Assistant will mainly provide administrative support to Common Space Initiative.

1. Receive and coordinate arrangements for any important visitors or officials.
2. Coordinate all office reception, IT, network and maintenance.
3. Assist in all logistical preparation of all project meetings, dialogues, conferences, events, etc.
4. Facilitate and arrange appointments and meetings when needed.
5. Coordinate travel, accommodation and transport arrangements for project visitors and staff.
6. Ensure office equipment such as telephone, fax, and printers and in good working conditions.
7. Assist office management and staff with office communications, faxing, scanning, photocopying, and shipping.
8. Assist in assembling briefing material, documentation, and correspondence for use in official meetings as required.
9. Administer the various office supplies e.g. stationery by tracking inventory levels and coordinating timely recording
10. Support in the following divisions: Conference & meeting Coordination, Administration, HR & recruitment processes, office maintenance, to ensure the implementation of the project is successful and in accordance with CSI policies and requirements
11.  Coordinate relevant procurement and recruitment processes, including the preparation of TORs.
12. Reports to the executive directors, project boards, and strategic committee.
13. Coordinate meetings of project board, stakeholders and donors.
14. Assist in preparing meeting agendas and take meeting notes when needed, drafting and distributing correspondences. 
15. Develop job descriptions and person specifications for all new staff members, contractors and interns.
16. Coordinate all new staff procurement in consultation with the CSI management team.
17. Additional tasks based on management requests.