Administration Assistant

Job description

1. Administrative Support

• Assist in maintaining organized and up-to-date records for all administrative processes, including correspondence, reports, and legal documentation.
• Support the implementation of administrative policies and procedures that align with the organization’s strategic goals.
• Prepare weekly court schedules and meetings
• Greet and assist visitors
• Opening of client files and allocating cases to lawyers
• Diarize cases and meetings
• Ensure that returning clients are directed to the right officers

2. Communication and Coordination

·      Draft and prepare official documents

·      Ensure new clients are advised on the legal services provided by the NLACW

·      Ensure office decorum is maintained in the offices

·      Maintain polite and professional communication via email, phone and mail

3. Resource and Office Management

• Oversee inventory management, including office supplies and equipment, to support institutional development.
• Ensure all tea break and office caning materials are purchased
• Maintain a clean, organized, and conducive work environment for staff and visitors.
• Monitor and coordinate the use of shared resources to ensure operational efficiency.

4. Support to Legal Services

• Assist in organizing case files and ensuring proper documentation to support legal representation for vulnerable women and children.
• Provide logistical support for legal awareness campaigns and community outreach programs.

5. Policy and Framework Support

• Contribute to maintaining compliance with organizational policies and statutory requirements.
• Provide administrative assistance in preparing documents for policy advocacy and legal framework improvements.

Qualifications

• Diploma or Degree in Business Administration, Public Administration or a related field.
• Certificate in Office Administration or Secretarial Studies is an added advantage.
• Minimum of 1–2 years of relevant administrative experience (preferably in an NGO or corporate environment).
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of office management systems and procedures.

Skills

·      Organizational Skills: Ability to manage multiple tasks, maintain filing systems, and ensure efficient office operations.

·      Communication Skills: Strong written and verbal communication skills for handling correspondence and interacting with staff and stakeholders.

·      Time Management: Ability to prioritize tasks and meet deadlines with minimal supervision.

·      Attention to Detail: High level of accuracy in documentation, data entry, and record keeping.

·      Interpersonal Skills: Ability to work effectively with diverse teams and maintain professionalism.

·      Confidentiality: Ability to handle sensitive information with discretion.