Office Administrative Assistant

• Manage incoming and outgoing correspondence.
• Respond to telephone inquiries and direct calls appropriately.
• Maintain organized office files and records.
• Welcome and assist visitors, partners, and other stakeholders.
• Ensure the office remains organized and functional.

• Coordinate staff travel arrangements.
• Support field vehicle routing and scheduling.
• Arrange accommodation for staff travelling for field activities.
• Assist with local purchases and procurement activities.
• Source quotations from suppliers when required.
• Maintain accurate inventory and asset registers.

• Support tracking of field staff attendance.
• Maintain records of staff leave applications.
• Assist with timesheet monitoring and filing.
• Maintain secure and confidential personnel files.
• Provide administrative support to HR-related activities.

• Coordinate venue bookings for meetings and training activities.
• Arrange catering and stationery.
• Support participant registration.
• Assist with logistics for teacher training sessions.
• Support stakeholder workshops and other organizational events.

• Provide day-to-day oversight of the office security guard and cleaner.
• Assist with scheduling and coordination of support staff.
• Ensure office facilities remain clean, secure, and functional.
• Report maintenance and operational issues to the appropriate supervisor.

• A Bachelor’s Degree or Diploma in:
  • Secretarial Studies
  • Office Management
  • Human Resource Management
  • Business Administration
  • Or another relevant field.
• 2–3 years of administrative experience, preferably within a fast-paced NGO or field-office environment.
• Strong organizational and coordination skills.
• Excellent interpersonal and communication skills.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong problem-solving abilities.
• Creativity and willingness to develop innovative solutions.
• Ability to manage multiple responsibilities effectively.
• Commitment to demonstrating YSAT's values and behaviours.

• Office administration
• Front desk management
• Correspondence management
• Records management
• Travel coordination
• Field logistics
• Vehicle scheduling
• Procurement support
• Inventory management
• Asset register management
• Staff attendance tracking
• Leave and timesheet administration
• Personnel records management
• Event and workshop coordination
• Microsoft Office
• Communication
• Problem-solving
• Time management
• Teamwork
• Confidentiality

• Years of administrative experience.
• NGO or field-office experience.
• Office coordination.
• Logistics and travel support.
• Records and personnel administration.
• Microsoft Office proficiency.
• Procurement and inventory support.

• Office Administration
• Administrative Support
• Front Desk Management
• Logistics Coordination
• Travel Management
• Field Operations
• Inventory Management
• Asset Management
• Procurement Support
• Staff Attendance
• Timesheet Management
• Personnel Records
• Workshop Coordination
• Event Management
• Microsoft Office
• Stakeholder Engagement
• Records Management
• Office Operations
• NGO Administration

1. Tell us about yourself and your administrative experience.
2. Why do you want to work as an Office Administrative Assistant at YSAT?
3. What experience do you have working in an NGO or field environment?
4. How would you organize travel for several field staff at the same time?
5. How do you manage office inventory and asset records?
6. How would you handle competing administrative priorities?
7. What experience do you have with staff attendance, leave, and timesheets?
8. How proficient are you in Microsoft Excel?
9. How would you organize a teacher training workshop?
10. Describe a time when you solved an unexpected logistical problem.
11. How do you maintain confidentiality when handling personnel files?
12. How would you deal with a difficult supplier or service provider?
13. How do you ensure important correspondence and documents are not lost?
14. What would you do if a field vehicle became unavailable shortly before an assignment?
15. How do you demonstrate professionalism when dealing with visitors and institutional partners?

• Senior Administrative Assistant
• Office Administrator
• Administration Officer
• Operations Assistant
• Logistics Assistant
• HR & Administration Assistant
• Project Administration Officer
• Field Operations Officer
• Operations Coordinator