Administrative Assistant at Solina Centre for International Development and Research (SCIDaR)

Description and Objectives

• The Administrative Assistant plays a critical role in supporting the administrative functions of SCIDaR.
• S/He is responsible for providing efficient and effective administrative support to ensure the smooth operation of the organization’s office activities and programs.
• The Administrative Assistant will work closely with the administrative team and other departments to assist in various tasks and projects in line with SCIDaR policy and objectives.
• The role holder will also be responsible for collating all Store and Inventory data and assets, analyzing the same, and providing reports that facilitate the smooth administrative process.

Technical Responsibilities

Inventory and Store Management

• Inventory Management: The Admin Assistant is responsible for overseeing the organization’s inventory levels, ensuring that optimal levels are maintained to meet operational needs while minimizing excess or obsolete stock.
• Stock Replenishment: Monitoring inventory levels and initiating replenishment orders as needed to avoid stockouts and ensure an uninterrupted supply of goods.
• Inventory Tracking: Implementing systems and procedures for accurately tracking and recording inventory movements, including receipts, issuances, transfers, and returns.
• Inventory Accuracy: Conduct regular stock counts, cycle counts, and periodic physical inventory audits to verify inventory accuracy and identify discrepancies or variances.
• Inventory Analysis: Analyzing inventory data to identify trends, patterns, and opportunities for optimization, such as reducing carrying costs, improving inventory turnover, and identifying slow-moving or obsolete items.
• Supplier Management: Liaising with suppliers to ensure timely delivery of goods, resolve discrepancies, and address any issues related to quality, quantity, or pricing.
• Inventory Control: Implementing inventory control measures and procedures to prevent loss, theft, or damage of inventory, including security measures and proper handling protocols.
• Documentation and Reporting: Maintaining accurate inventory records, documentation, and reports, including stock movement reports, inventory valuation reports, and inventory aging analysis.
• Process Improvement: Identifying opportunities for process improvements and efficiency gains in inventory management practices, systems, and procedures.
• Compliance: Ensuring compliance with relevant regulations, policies, and procedures governing inventory management, including safety regulations, quality standards, and financial reporting requirements.
• Cross-functional collaboration: Collaborating with other departments such as procurement, logistics, and finance to coordinate inventory-related activities and support organizational goals and objectives.
• Training and Development: Providing training and guidance to staff members involved in inventory-related activities to ensure adherence to best practices and standard operating procedures.

Required competencies

Core requirement

• Compelling evidence of interest in and commitment to the mission of SCIDaR;
• Demonstrated strong strategic thinking, problem-solving, and thought leadership abilities;
• Demonstrated expertise in General Administration and Stock/Inventory Management
• Understand donor’s/Standard regulations in Inventory Management.
• Advanced computer usage skills with proficiency in Microsoft® Word, Excel, PowerPoint, and use of Inventory Management Software
• Ability to form working relationships with people at all levels;
• Excellent organizational and multitasking skills with the ability to handle conflicts;
• Strong communication and negotiation skills;
• Fast learner, open to learning from peers, subordinates, and supervisors collaboratively and at a rapid pace;
• Results-oriented performer experienced in developing and tracking self and team with clear KPIs;

Education and Experience

• Academic training: Minimum of a Bachelor’s degree or its equivalent in Supply Chain Management, Finance, Statistics, Business Administration, Law, or related discipline;
• Professional credentials: Additional professional qualification/certification in Inventory or Supply Chain Management is advantageous;
• Experience: Minimum of 1-2 years progressive experience in General Administration, Finance, Inventory and Stock Management.