Administrative Assistant- Front Office

Project HOPE

Job Summary
To provide supervision, coordination, and control over general administrative support functions of the ANAPA project management office, including front office management.

Specific Responsibilities and Duties:

  • Manage petty cash and utility payments, office cleanliness, and office security.
  • Supervises the maintenance of area premises and environment to always ensure its cleanliness and repairs.
  • Supervise the maintenance and ensure function of generator and all other electrical fixtures e.g., bulbs of office premises.
  • Ensure office security and all security procedures are in place, adhered to and report any security matters to your supervisor for attention and communication.
  • Handle ANAPA Office impress and ensure timely payments and replenishment.
  • Ensure timely payment of all received utilities e.g., water, electricity AND place requests for payment.
  • Ensures timely and proper set-up of meeting/board rooms and venues for meetings.
  • Makes sure that kitchen supplies are always available by monitoring their usage and arranging for their replacement timely.
  • Ensures quality service levels for staff welfare such as break teas, during meetings.
  • Carry out administrative secretarial activities, in accordance with the instructions of the Chief of Party and Project Hope Namibia-ANAPA rules and protocols to ensure effective administrative support to ANAPA office staff.
  • Manage bookings of conference rooms.
  • Manage all incoming/outgoing mail/parcels/faxes, and ensure they are correctly recorded and distributed to their internal or external recipients.
  • Manage office supplies inventory such as toners/ink, stationery, etc., and place orders on time to avoid running out.
  • Supervise the printing of copies and binding of documents.
  • Meet and greet guests and visitors, ensuring that everything is clean and in good repair in the reception area.
  • Help organize internal and external events (meetings, presentations, etc.), send invitations, coordinate ordering of snacks or meals whenever necessary.
  • Work with Logistics Officers to Plan and organize travel and accommodation when required.
  • Supervise cleaners, gardeners, and security guards.

Stores & Assets Management

  • Maintain updated office assets and inventory registers.
  • Issue out equipment and office supplies upon requisition by staff.
  • Maintain a stores ledger and reconciliations of all stock
  • Receive and inspect goods as they are delivered prior to dispatch or storage.


  • Ensure proper marking and branding of all company assets in compliance with the procurement and inventory policy.
  • Regularly ensure that all administrative activities are documented (also by taking adequate minutes during meetings), analyzed and reported.
  • Regularly report on security, generator, utilities to your supervisor for sharing with management

Job Specifications

Minimum Qualifications and Experience required

  • University degree/ diploma qualification in relevant studies such as: Business Administration & Management.
  • 2 Years experience in any area related to office administrative support.

Specific Knowledge, Skills and abilities Required.

  • Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities.
  • Ability to take initiative with projects to work both independently and as a team member.
  • Excellent verbal and written communication skills.
  • Proficiency in Microsoft Office (Outlook, Word, Excel). Knowledge.
  • Good oral and written communication and interpersonal skills.
  • High level of integrity

Personal Qualities/Attribute

  1. Professional demeanor and excellent customer service abilities required.
  2. Ability to work in a challenging environment, under high pressure and ability to cope with tight deadlines.

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