Administrative Specialist
Development Aid (DevAid) is implementing a recruitment project in Lesotho for a significant multi-sector development program in Lesotho. For this project, DevAid will recruit over 40 positions that will collectively implement a number of large projects related to: Health, Agriculture, Business, and Development.
DevAid is looking for an Administrative Specialist to support the Recruitment Project Team in the daily running of project activities. The incumbent will report to the Team Leader and Recruitment Consultant.
Tasks and responsibilities:
1. Arrange, schedule, and coordinate appointments/meetings with partners, stakeholders, and other parties. Provide administrative and logistical support to events when necessary.
2. Provide, as needed, general secretarial and administrative services such as typing, filing, photocopying, organization of meetings, and basic data entry to improve the quality of internal controls. Archive and file different documents and feed the working folders on SharePoint.
3. Create Vacancy Announcements and prepare online and print media advertisements. 4. Request quotations with print media and online job boards. Arrange the posting of advertisements with chosen media channels. Update the advertising plan.
5. Secure proof/evidence that advertisements were placed in chosen media channels. 6. Administer invoices of the Lesotho office.
7. Take notes during meetings and ensure that post-meeting documents (minutes, memos, etc.) are drafted, handed in on time, and archived;
8. Update the working calendar on a weekly basis together with the implementing team; 9. Draft minutes, reports, analyses, summary reports, templates, Excel tables, etc., depending on the needs;
10. Other duties as required by the team.
Requirements:
1. A Bachelor’s degree in Human Resource Management, Administration, or a related field; 2. A minimum of three years of experience providing admin support in the HR management field; 3. Demonstrated experience in competitive recruitment management assignments in an international (outside the US) context;
4. Strong demonstrable capacity to multi-task, including managing, prioritizing, and fulfilling competing demands in real-time;
5. Experience working in a multi-cultural environment is desired
6. Speaking, writing, and reading proficiency in English is required.
7. Speaking, writing, and reading proficiency in Sesotho is desired.
Competencies:
1. Excellent administrative skills and strong qualities in working with teams;
2. Organizational skills: proven ability to demonstrate initiative in dealing with a large volume of work under time pressure, setting priorities, organizing work independently while meeting deadlines, and adapting to a constantly developing working environment;
3. Proven research ability;
4. Ability to work with a high degree of accuracy and attention to detail;
5. Excellent communication (oral & written) and interpersonal skills. Ability to act with tact, diplomacy, discretion, and respect for confidentiality;
6. Ability to conduct him/herself in a professional manner;
7. Ability to take responsibility for one’s own performance by setting clear goals and expectations, tracking progress against the goals, ensuring feedback, and addressing performance problems and issues promptly;
8. Proficiency in MS Office Suite (Word, Excel, PowerPoint), SharePoint, Teams.
NB: This is not employment but a consulting opportunity that is tied to the duration of the recruitment contract, currently set at 6 (six) months, with a possibility of extension.
Interested and qualifying candidates should send copies of a CV and cover letter to
[email protected] no later than Thursday, September 14th, 2023. Only shortlisted candidates will be contacted.