Administrative Assistant

 Call for Application- Administrative Assistant

The Denis and Lenora Foretia Foundation works to catalyze Africa’s Economic Transformation through social entrepreneurship, science and technology, innovation, public health, and progressive policies that create economic opportunities for all. Our areas of work include sustainable development, science and innovation, health, leadership, education, entrepreneurship, economic and public policy. The Denis and Lenora Foundation is an umbrella non-profit institution with several departments including the Nkafu Policy Institute, the Small Business and Entrepreneurship Center, the Communication, and the Sustainable Development Programs.

We are seeking a highly experienced Administrative Assistant to join our dynamic team. This is a full-time position based in Yaoundé, Cameroon.

Description

The Administrative Assistant will provide comprehensive administrative, clerical, and operational support to ensure the smooth day-to-day functioning of the Foundation’s office. The role requires a highly organized, proactive, and discreet professional who can effectively support staff, management, and external stakeholders. 

Roles and Responsibilities

The Administrative Assistant’s responsibilities include, but are not limited to, the following:

Office Administration and Operations

• Oversee general office management, including cleanliness, organization, and functionality of shared workspaces.
• Manage office supplies and equipment, including inventory tracking, procurement, and maintenance.
• Liaise with service providers (internet, utilities, maintenance, security, and cleaning services) to ensure uninterrupted office operations.
• Coordinate staff coverage to ensure opening of office during working hours.

Reception and Communication

• Serve as the first point of contact for visitors, ensuring a professional and welcoming reception.
• Answer, screen, and direct incoming telephone calls and email inquiries appropriately.
• Manage incoming and outgoing correspondence, including mail collection from the post office and coordination of courier services.

Administrative and Clerical Support

• Provide administrative and clerical support as required.
• Prepare, format, and distribute correspondence, reports, memos, and other official documents.
• Maintain organized physical and electronic filing systems to ensure easy retrieval of information.
• Draft routine correspondence and assist in proofreading and editing documents for accuracy and consistency.
• Support recruitment process

Meetings, Events, and Logistics

• Prepare meeting agendas, compile and distribute meeting materials, and record accurate minutes.
• Coordinate logistics for meetings, workshops, and events, including room bookings, participant invitations, RSVPs, nametags, and materials.
• Provide on-site administrative support during events, receptions, and official engagements.

Grants, Donor, and Program Support

• Assist with the coordination and administrative processing of grant applications and related documentation.
• Support correspondence with donors, partners, volunteers, scholarship recipients, and nonprofit organizations.
• Receive, organize, and maintain records of philanthropy and grant award nominations for review.
• Respond to general inquiries regarding the Foundation’s programs, grants, and activities in a professional manner.

Financial and Records Management

• Maintain accurate financial and administrative records in line with internal policies.
• Support petty cash for daily office operations, including proper documentation and reconciliation (as required).
• Support internal audits and compliance processes by ensuring documentation is complete and up to date (as required).

Additional Responsibilities

• Maintain the Foundation’s media and document clipping files.
• Support interns and temporary staff with administrative onboarding and guidance.
• Perform any other administrative duties as assigned to support the Foundation’s objectives.

Reporting Relationship:

This position reports to the Head of Operations.

Qualifications

• 2 to 5 years of working experience in a similar position.
• Computer proficiency (Windows XP, Microsoft Outlook, Microsoft Word, Microsoft Access Microsoft PowerPoint and Microsoft Excel) required.
• Bilingualism (French and English is an absolute necessity).

Education

• Professional Bachelor’s degree in social sciences or related field.

Key Skills Required:

• An individual must be able to perform each essential duty satisfactorily.
• The individual must exhibit a pleasant and welcoming demeanour both in person and on the telephone.
• The requirements listed with this job description are representative of the knowledge, skill and/or ability required.
• Ability to work without supervision.
• Ability to take initiative and complete project assignments independently and on time.
• Organizational skills and performing job requirements efficiently and orderly.
• Ability to maintain high degree of privacy and confidentiality.

Language Skills

• Ability to read, analyze and interpret correspondence and documents.
• Ability to respond effectively to sensitive inquiries and complaints.
• Ability to write a business letter and other correspondences.
• Reasoning ability
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Bilingual (English and French)

Application Procedure

All applications will be completed ONLINE using the Application Portal below. To complete your application, you will need:

• A one-page cover letter indicating your interest (in PDF)
• A curriculum vitae/ Resume (in PDF)
• A professional photo

Applications will be reviewed on a rolling basis and continue until the position is filled.

Female candidates are highly encouraged to apply.