Job Description

Job Purpose

To provide comprehensive administrative and coordination support to the AMOS Support Centre Manager and Project Specialist. The incumbent will also support the flow of information between stakeholders, assist in follow-ups, and ensure the smooth day-to-day running of the office.

Principal Accountabilities

Office administration and coordination - Manage general office operations to support a well-functioning workspace for the AMOS Support Centre.



General administrative support tasks - Perform a range of day-to-day admin tasks as required including printing, scanning, preparing forms, handling correspondence, and supporting staff needs.



Calendar and meeting management - Schedule, confirm, and coordinate meetings and stakeholder sessions for the Manager and Project Specialist. Manage calendars and ensure smooth coordination with no scheduling conflicts.



Meeting support and minute taking - Prepare agendas, take clear and concise minutes, and track action items and follow-ups for all key meetings and project sessions.



Document management and filing - Maintain electronic and physical filing systems, ensuring documents are accurately stored, version-controlled, and retrievable.



Communication support - Draft and send internal communications, memos, meeting invites, and other correspondence on behalf of the Manager or Project Specialist.



Task and action Item follow-up - Maintain a central tracker of team tasks, project actions, and deadlines and follow up to ensure timely completion.



Scheduling of training - Coordinate staff training, sending invitations and tracking attendance.



Stakeholder liaison - Serve as the first point of contact for internal stakeholders requiring information or interaction with the AMOS Support Centre team.



Support to Manager and Project Specialist - Assist with the preparation of presentations, tracking tools, reports, and project documents as required.



Confidentiality and professional conduct - Handle sensitive information with discretion and maintain confidentiality and professionalism in all administrative functions.

Qualifications & Experience

Grade 12 or equivalent



Certificate/Diploma in office administration - required



3 years experience in office administration - required



Advantageous - 2 years experience and working knowledge in an MIS

Knowledge and Skills

Office administration expertise - Strong working knowledge of general office procedures, administration, and coordination practices.



Meeting and communication support - Skilled in preparing agendas, taking professional minutes, managing follow-ups, and drafting clear internal communications.



Calendar and time Management - Experience managing calendars, scheduling meetings, and coordinating across multiple stakeholders and departments.



Document control and filing - Familiarity with document formatting, version control, and both electronic and manual filing systems.



Computer literacy - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other standard office tools (such as SharePoint).



Record-keeping and tracking - Able to maintain accurate trackers for action items, project timelines, and stakeholder engagement.



Professional written and verbal communication - Clear, courteous, and professional communication with stakeholders.



Attention to detail - Careful and thorough in preparing documents, capturing minutes, and managing information.



Discretion and confidentiality - Handles sensitive information responsibly and maintains a high level of professional integrity.

Attributes

Organised and detail-oriented - Maintains structure and accuracy in handling tasks, documents, and schedules.



Reliable and accountable - Takes ownership of responsibilities and consistently follows through on assigned duties.



Discreet and trustworthy - Handles sensitive information with confidentiality and professional integrity.



Helpful and service-oriented - Willing to assist others and ensure the team operates smoothly and efficiently.



Good communicator - Communicates clearly and respectfully, both in writing and verbally.



Proactive - Anticipates needs, takes initiative, and resolves minor issues without waiting to be instructed.



Flexible and adaptable - Comfortable adjusting to changes in priorities, schedules, or team needs.



Team-oriented - Works well with others, supports collaboration, and contributes to a positive working environment.



Professional and presentable - Demonstrates a professional attitude and approach in all interactions and work output.



Willing to learn - Open to learning more about AMOS and project-related terminology to improve effectiveness.

Additional Information