Administrative Assistant job at Holistic Empowerment Development Foundation (HEDF)

Position Summary

The Administrative Assistant provides essential operational, clerical, and coordination support to ensure smooth day-to-day functioning of HEDF. The role strengthens organizational efficiency by managing communication, documentation, scheduling, logistics, and office systems. The assistant also supports program teams through data entry, reporting, and coordination of community activities.

Key Duties & Responsibilities

A. Administrative & Office Support

• Manage daily office operations including filing, printing, and supplies procurement.
• Draft, review, and format official correspondence, reports, and meeting minutes.
• Manage calendars, schedule appointments, and coordinate meetings.
• Respond to phone calls, emails, and walk-in inquiries.
• Maintain organized digital and physical filing systems.

B. Program Support

• Assist in planning and coordinating training, community events, and field missions.
• Support M&E activities through data entry and report preparation.
• Maintain updated records of beneficiaries and partners.
• Support logistics for field teams.

D. Communication & Stakeholder Coordination

• Support content collection for newsletters and social media.
• Coordinate with partners and beneficiaries for updates and meetings.
• Maintain professional communication channels.

Qualifications, Skills & Experience

• Diploma or bachelor’s degree in business administration, Social Sciences, or related field.
• 1–2 years administrative experience, preferably in nonprofit sector.
• Strong communication, organizational, and computer skills.
• Ability to multitask, work independently, and maintain confidentiality.
• Added advantages: experience in NGO operations, M&E, or project coordination.

Personal Attributes

• High integrity and commitment to HEDF’s mission.
• Proactive and reliable.
• Strong interpersonal skills.
• Team player with a solutions-oriented mindset.

• Manage daily office operations including filing, printing, and supplies procurement.
• Draft, review, and format official correspondence, reports, and meeting minutes.
• Manage calendars, schedule appointments, and coordinate meetings.
• Respond to phone calls, emails, and walk-in inquiries.
• Maintain organized digital and physical filing systems.
• Assist in planning and coordinating training, community events, and field missions.
• Support M&E activities through data entry and report preparation.
• Maintain updated records of beneficiaries and partners.
• Support logistics for field teams.
• Support content collection for newsletters and social media.
• Coordinate with partners and beneficiaries for updates and meetings.
• Maintain professional communication channels.

• Strong communication skills
• Organizational skills
• Computer skills
• Ability to multitask
• Ability to work independently
• Ability to maintain confidentiality
• Strong interpersonal skills
• Team player
• Solutions-oriented mindset

• Diploma or bachelor’s degree in business administration, Social Sciences, or related field.
• 1–2 years administrative experience, preferably in nonprofit sector.
• Added advantages: experience in NGO operations, M&E, or project coordination.