Administration Officer – Join Our Dynamic Team at AIHD

Administration Officer – Join Our Dynamic Team at AIHD

Introduction:

Welcome to the African Institute for Health and Development (AIHD), a leading non-profit organization committed to advancing health and development initiatives across Africa. Established in 2004 by a team of esteemed African researchers and academicians, AIHD has been instrumental in implementing evidence-based programs, conducting vital research, and advocating for health and development issues pertinent to the African continent. With partnerships spanning local, national, and international spheres, AIHD is dedicated to improving the well-being of individuals and communities.

Job Summary:

Are you passionate about administrative excellence and human resources management? AIHD is currently seeking a dedicated Administration Officer to join our Administration/Human Resources Department. In this role, you will serve as the primary point of contact for our employees, offering administrative support and addressing queries. Your responsibilities will encompass managing employee data, updating company policies, and facilitating the recruitment process. As a vital member of our team, you will ensure the seamless operation of administrative functions on a day-to-day and long-term basis.

Key Responsibilities:

• Efficiently handle incoming communications, including emails and phone calls, on behalf of the Institute.
• Maintain the functionality of office equipment and facilitate procurement of new supplies as required.
• Manage both physical and digital personnel records, including employment contracts.
• Update internal databases with pertinent information regarding new hires.
• Facilitate payroll processes for temporary staff, interns, and consultants.
• Coordinate job interviews and communicate with candidates as necessary.
• Generate reports and presentations on HR-related metrics for departmental review.
• Provide logistical support for project teams, including travel arrangements and reservations.
• Execute additional administrative tasks as assigned in support of project implementation.

Qualifications and Skills:

• Diploma or Bachelor’s degree in Administration, Human Resources, or a related field from a recognized institution.
• Proven experience in an HR or administrative role, with familiarity with HR Information Systems (HRIS).
• Sound knowledge of labor legislation and regulations.
• Exceptional attention to detail, organizational prowess, and adept time-management skills.
• Proficiency in Microsoft Office suite, particularly Excel.
• Excellent written and verbal communication skills.
• Ability to cultivate effective interpersonal relationships across various levels of management and staff.
• Experience in liaising with government agencies or donors is advantageous.
• Commitment to maintaining confidentiality of sensitive information.

How to Apply:

If you meet the above qualifications and are eager to contribute to our mission, please submit your application letter and comprehensive curriculum vitae, including contact information for three referees, via email to info@aihdint.org and a copy to dkinagu@aihdint.org no later than April 22nd, 2024, by 17:00hrs. Only shortlisted candidates will be contacted for further consideration.

Equal Opportunity Employer: AIHD is dedicated to fostering a diverse and inclusive workplace where all employees are treated with respect and dignity. We prohibit discrimination and harassment based on gender, ethnicity, marital status, disability, political affiliation, or religious ideology.

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Expert Tips To Be A Successful Applicant for Administration Officer Position:

1. Tailor Your Application: Customize your resume and cover letter to highlight relevant skills and experiences that align with the job requirements.
2. Showcase Your Communication Skills: Clearly articulate your abilities in written and verbal communication, as effective communication is crucial in administrative roles.
3. Demonstrate Attention to Detail: Emphasize your meticulous nature and ability to handle tasks with precision and accuracy.
4. Highlight Your Organizational Skills: Provide examples of how you’ve successfully managed multiple tasks and deadlines, showcasing your organizational prowess.
5. Illustrate Teamwork: Describe instances where you’ve collaborated with colleagues to achieve common goals, underscoring your ability to work effectively in a team.
6. Emphasize Problem-Solving Abilities: Share experiences where you’ve identified challenges and implemented solutions, demonstrating your resourcefulness.
7. Showcase Technological Proficiency: Highlight your proficiency in utilizing various software and technology relevant to administrative functions.
8. Express Enthusiasm: Convey your genuine interest in contributing to the organization’s mission and vision, illustrating your passion for the role.
9. Research the Company: Familiarize yourself with AIHD’s values, initiatives, and achievements to demonstrate your genuine interest in joining the team.
10. Follow Instructions: Ensure your application materials are submitted as per the specified instructions and within the stipulated deadline to exhibit professionalism and attention to detail.

Sample Cover Letter for an Administration Officer Position:

Dear [Hiring Manager’s Name],

I am writing to express my keen interest in the Administration Officer position at the African Institute for Health and Development (AIHD), as advertised. With a Diploma in Administration and over three years of experience in administrative roles, I am confident in my ability to contribute effectively to your team.

During my tenure at [Previous Organization], I honed my skills in office management, employee relations, and project coordination, which I believe align well with the responsibilities outlined for the Administration Officer role at AIHD. My attention to detail, strong organizational skills, and proficiency in Microsoft Office suite, particularly Excel, have equipped me to excel in this position.

I am particularly drawn to AIHD’s commitment to advancing health and development initiatives across Africa, and I am eager to contribute to your mission. I am impressed by the Institute’s track record of implementing evidence-based programs and advocating for crucial issues affecting the African continent.

Enclosed is my resume, which provides further details about my qualifications and experiences. I am enthusiastic about the opportunity to discuss how my skills and expertise can contribute to the success of AIHD. Thank you for considering my application. I look forward to the possibility of contributing to your esteemed organization.

Sincerely,

[Your Name]

We wish all applicants the best of luck in their endeavors, and we encourage you to explore our website to learn more about our commitment to fostering diversity, equity, and inclusion in our workforce. AIHD is an equal opportunity employer and does not charge any application or recruitment fees, underscoring our dedication to fairness and transparency in our hiring process.

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