Administrative Assistant - Fainajs Express

Fainajs Express Ltd is a growing trade facilitation and business development firm that seeks to enhance access to hustle Free Inter African Trade, business setup, growth and development for current and aspiring African Entrepreneurs. 

We provide business development support, trade facilitation, trade payment and advisory along with other value-added services to a wide range of customers in four (4) countries.

Job Description

Who we are looking for 

• We are seeking a dynamic, organized, good communicator and vibrant administrative assistant to join our growing organization. In this position, you will be responsible for providing administrative and operational support to the business in order to drive efficiency, effectiveness and productivity both on-site and in the virtual work space. You should be self-motivated, reliable, responsible and confidential in performing your duties and in communicating with relevant stakeholders. 

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• Similarly, you should find joy in finding solutions to any hurdle that may appear in the cause of the team's effort to render a service, develop a product or simply do their normal work. So you should be willing to adapt quickly and have confidence in suggesting improved ways of performing administrative duties. 
• Administrative Assistant Duties and Responsibilities  
• Serve at the front deck staff who attends to callers, guest, partners and customers
• Handle enquiries and provide accurate information on a strictly need to know basis
• Embody the organizational culture as the first point of contact with external stakeholder; thus must have understanding of general business operations, departments, products  and appropriate procedure and or people to direct enquiries to 
• Maintain contact list, answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain a non-conflicting conference room meeting bookings
• Produce and distribute internal correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain an effective virtual and physical filing system
• Supervise and ensure office cleaning and maintenance at all times 
• Conduct research and submit reports to support varying team in their work 
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Coordinate with Procurement assistant to Maintain adequate supply of office Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as assigned & needed 
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to public email, telephone or face to face enquiries in liaison with appropriate department 
• Develop and update administrative systems to make them more efficient
• Maintain up-to-date employee on-site attendance and holiday record

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Seniority Level

• Junior Analyst 

Industry

• Trade & business facilitation 
• Business brokerage
• Consulting 

Employment Type

• Contract leading to Full-time (Remote & On-site)

Job Functions

• Administration 
• Operations & HR management
• Research and development 

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Required Skills or Experience

• Higher education ( certificate, diploma, alternative training or degree ) in business, communication, human resources, public relations or related field 
• Alternatively high school diploma holder with 2 years practical experience in business administration, customer service, public relations, communication, secretarial or human resource will be considered
• Highly organized, systematize and process oriented 
• Innovative thinker and planner
• High level of Emotional Intelligence and conflict resolution is required
• Basic understanding of restrictions and rights to access certain information
• Strong work ethic and ability to get things done unsupervised 
• Knowledge of office management systems, procedures and tools 
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Strong research skills 
• Proficient in MS Office, Asana/Trello