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Executive Assistant - Office Coordinator 1.2 (8)

Req ID:  28319
Posted on:  20 Mar 2024

Freetown (SL01), Sierra Leone

Department:  Customer Projects Deployment & Services
Job Family:  General Services



To strengthen our recent office team in Sierra Leone we are looking for an


Executive Assistant – Office Coordinator


Aim of the role

Administrative support to the General Manager and the management team, and general office and administrative coordination of the operations of the entity

Main responsibilities and activities:


•    Primary responsibility is to give direct administrative support to the General Manager & general office and administrative coordination.
•    Administrative support to the management team: organize meetings, keep meeting agenda, sending reminders, organize for catering services, when necessary, organize visits by external and internal (Sierra Leone) SICPA staff, manage credit cards monthly statements, and cash expense reports.
•    Act as the Designated Travel Coordinator for SICPA - Sierra Leone 
•    Oversee general travel planning & management for all outgoing and incoming colleagues including visa, hotel, car hire etc.
•    Gather monthly activity report and prepare consolidated report for reporting to GM where necessary and applicable.
•    Acting as a secretary for leadership/management meetings, providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf. 
•    Ensure follow-up of action items decided during Management meetings.
•    Manage inventory of office small furniture/consumables, purchase requests etc. 
•    Managing the executive’s [General Manager’s] calendar, including making appointments and prioritizing the most sensitive matters.
•    Oversee the coordination and supervision of facility maintenance and upkeep activities and ensuring that the office is always clean and tidy. 
•    Secure sufficient stock of office supplies; coffee, tea, stationary, etc.
•    Working with various departmental heads to organize team activities as and when necessary.
•    Make sure office machines are properly functioning, printers, shredders etc.
•    Support with the coordination of the office infrastructure, working spaces, office layouts, etc. as and when necessary.
•    Report any damage/repair issues to the Logistics Manager. 
•    Liaising with external stakeholders/partners as within the ambit of the role.


Education:     Undergraduate degree in Business Administration/Management or Social Sciences (including Economics, Sociology, Political Science, Public Administration, History, Social Work. 

Professional experience: 

Minimum 3 - 6 years’ experience in a similar position.

Language and computer skills:     

•    Fluent in English
•    Good knowledge of Microsoft Office Suite (Work, Excel, Outlook, etc.)

Personal qualities needed, abilities: 

•    Elevated level of confidentiality
•    Time management and ability to meet deadlines
•    Strong Verbal and written communication skills
•    Organized and structured to effectuate multiple tasks of different nature.
•    Customer oriented, good inter-personal skills
•    Adaptive learner, analytical person and fast in delivery
•    Open-mindedness, flexible, self-sufficient
•    Pro-active, able to work on own initiative
•    Diligence and eager to learn new skills.

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