Update and maintain the SAYE meeting calendar.
As HR Focal person, liaise with the Human Resource Manager to organize Quarterly Project Staff General Meetings.
C. Establish and manage SAYE documentation and data base systems (10%)

Filed SAYE legal documents and kept under key and lock.
A proper physical and e-filing system in place within the project office that ensures easy retrieval of documents.
All copies of incoming and outgoing SAYE project documents filed on their respective files as and when they come in.
Liaise with project Cluster offices to identify gaps in the administrative processes, propose changes or improvements to administrative systems/policies/practices to increase efficiency.
Support in scanning and upload of project documents.
D. Fleet management (25%)

Ensure proper and timely Maintenance of vehicles/Cycles and equipment’s.
Provide logistical support for all project travel.
Assign and manage vehicle allocations as needed.
Prepare & submit weekly vehicle movement plan.
Monitor vehicle usage using the logbook & GPS tracker, share monthly report with management.
Check vehicle logbooks & fuel station reports and prepare monthly fuel consumption report.
Coordinate fuel management including timely submission of fuel requests and accountabilities.
Provide leadership to Drivers to ensure effective management and use of the Vehicles.
E. Stores management (10%)

Receive and dispatch goods to staff and cluster offices in accordance with the policy.
Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the Stores register and stock cards.
Monitor security of project storage and supplies.
Receive completed store’s request forms and prepare the goods for issuance.
Prepare a monthly inventory report outlining all stock movements and remaining balances.
On a monthly basis, work with the Project Accountant to reconcile the Stores register.
Undertake (documented) monthly and ad-hoc physical inventory checks.
Keep the storeroom clean and tidy.
F. May perform any other duties assigned by his/her supervisor of designee (5%)

Minimum Requirements

Bachelor’s degree preferably in office management and Secretarial studies or Business Administration plus three (4) years of related experience working in a similar position in a not-for profit organization.
Most Critical Proficiencies

Excellent organizational and time management skills.
Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Exemplary customer care and administrative skills.