Office Administrator

Job Title: Location: Reporting To:
You will have to:
aYo Cameroon
Office Administrator Douala, Cameroon aYo Cameroon CEO
Deliver the administrative and organizational management of the aYo Cameroon Office.

You will be responsible for:
• A high level executive, strategic and administrative support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office of the CEO.
• Co-ordination of various office support services.
Some work you will need to do: Liaison and co-ordination
• Facilitate the effective liaison between the aYo CEO, the aYo team, as well as the executives of
shareholders of the business.
• Pro-actively schedule and facilitate all required meetings for the aYo CEO and team
• Maintain appointment schedules and calendars;
• Co-ordinate projects and events, set priorities, meet deadlines and follow up on assignments
with minimum direction;
Office administration
• Attend and minute meetings and accurately assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature, transcribe and type minutes;
• Review, research, and summarise a variety of fiscal, statistical, and administrative information;
• Review materials for completeness, accuracy, format, and compliance with policies and procedures;
• Design, establish, organise and maintain various administrative, reference, and follow-up file system(s);
• Provide secretarial support to the aYo Head Office team;
• Ensure all information received is forwarded to the aYo CEO timeously;
• Ensure circulation to the relevant persons and/or various departments as per aYo CEO’s
requirements
• Type drafts and a wide variety of finished documents from notes, brief instruction, or printed
materials;
• Initiate correspondence independently for signature by appropriate executive staff;
• Independently respond to letters and general correspondence of a routine nature;
• Provide follow up to assignments given to management staff by the aYo CEO;
• Provide status reports to the aYo CEO.

Communication and reporting
• Ensure that all the communications are documented and updated to reflect current status.
• Assist with the creation of presentations to various stakeholders.
• Screen telephone calls; respond to complaints and requests for information on regulations,
procedures, systems, and precedents relating to assigned responsibilities; and provide
assistance by using independent judgment to determine matters requiring priority attention.
• Communicate effectively with the aYo team, the general public, representatives of public and
private organisations and others sufficient to exchange or convey information.
Invoice and Budget administration
• Participate and assist in the preparation of the budget and attend budget meetings;
• Monitor expenditures and recommend budgetary adjustments.
• Action day to day management of some cost centres.
• Ensure invoices are signed off and validated against contracts prior to submitting for
payment;

Compliance
• Ensure compliance to approved policies and procedures;
• Monitor and enforce program compliance with laws, rules, and regulations related to
provision of assigned department services.
• Ensure relevant updated corporate governance information circulated to the Executive
timeously;
• Ensure appropriate confidentiality of tasks
• Recommend improvements in work flow, procedures, and use of equipment and forms where
applicable.
You will need:
• Minimum of 1 year diploma
• Fluent in English
• Minimum of 2 years’ experience in an area of specialization; with experience in working with
others
• Experience working in a corporate organisation
You will need to show that you have:
• Administrative skills
• Analytical skills
• Business Writing Skills
• Collecting and interpreting data
• Excellent Communication skills – verbal and written,
• Facilitative skills – especially be able to facilitate concurrent interventions
• Organising skills
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• Problem Solving
• Planning skills
• Relationship Management;
• Strong and effective interpersonal skills (questioning and listening skills, networking,
negotiation)
• Time management

In addition, you will need to be able to work in a regularly changing environment, be prepared to take on and let go of tasks and functions to meet changing company requirements.

This job description represents a summary of the typical functions of this job and not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

The responsibilities, tasks, and duties of the job incumbent might differ from those outlined in the job description and other duties, as assigned, may become part of the job
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