Supporting the Front Office to ensure that reception services including telephone calls,
letters, e-mail etc are provided in such a professional fashion that visitors are provided
with a warm welcome and that their needs are swiftly met.
• Repeat visitors and inform their hosts.
• Receive and respond to telephone and face inquiries, and email inquiries directed to the
organization
• Receive, open, correspondences addressed to WAT and channel to relevant Managers
and staff for action.
Administration support
• Receive, review, and initiate payment requisition rental, utility bills,
subscriptions or other service contracts (photocopier, internet and other machinery
servicing contracts) are renewed in a timely manner through maintenance of
a holistic Administration work plan and monitoring schedules.
• Support the Administration Officer in disseminating requests for proposal, receiving
bids and processing paperwork for the procurement committee.
• Manage and set meeting rooms for various meetings and engagements.
• Supervise office cleaning and maintenance staff and ensure general cleanliness of the
office.
• Support the Administration Officer in provision of logistic services including travel
arrangements, conference venue bookings, meetings arrangements, purchase and
issuance of travel tickets etc.
• Professionally welcome and manages WAT victors
• Regularly check the appropriate functioning of office equipments, (Extension,
photocopiers etc) make recommendations for repair or renewal and supervise
maintenance of office equipment. Update intercom list as staff changes occur.
• Support the Administration Officer to take stock of the consumables and ensures
availability to allow smooth running of the Office
• Take responsibility for maintaining spare keys to all offices, act as custodian of the
stationery and office supplies storage
• Perform basic office support and document processing services such as spiral
binding as requested

Qualifications, Knowledge, Skills and Experience

A Diploma in management, business studies, administration, secretarial studies, or other
related field. A Bachelors degree will be an added advantage.
• At least 3 years’ experience in office administration, procurement and
• secretarial and support roles.
• Dependability and ability to maintain the highly confidential nature of administrative and
procurement work.
• Sound procurement knowledge and exposure, logistics administration.
• Vey high level of personal and professional integrity and trustworthiness. Proven integrity
and character, especially in the stewardship of resources, transparency and accountability.
• Extensive knowledge of office administration and management
• Knowledge of air ticketing, immigration rules, training and workshop venues, office
cleanliness, hygiene, gardening and groundkeeping
• Excellent planning and prioritisation skills
• Secretarial and Computer Skills in MS
• Windows, Word, Excel, internet explorer, Outlook Express or Microsoft
outlook Competencies
• Excellent communication skills, both written and oral
• Excellent relationship-building skills.
• Competency in WaterAid common approaches to work including partnerships,
convening, inclusion, systems strengthening, creating behavioural change, and
mainstreaming gender and inclusion of youth.
• Good customer care skills.

Key competencies and Skills (expertise, behavioral competencies)

Strong relationship building. Building and managing relationships with key
stakeholders.
• Commitment to WAT’s Values and working style that exhibits our leadership
behaviours.
• Planning, Organising, analysis and Reporting
• Good skills in public speaking, documentation and information management.
• Proactivity and practising innovation and change.
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work
flexible hours from time to time.
• A ‘can-do’ attitude and resilient character with the ability to manage expectations
• Team player.
• Inclusive and value for diversity
• Personal Integrity.
• Flexibility.
• Thoroughness