Job overview

Job title: Assistant Finance and Administration Officer

Organization: Association of African Higher Education Financing Agencies (AAHEFA)

Term of contract: Internship

Contract duration: 6 months, renewable

About AAHEFA

The Association of African Higher Education Financing Agencies (AAHEFA) is a continental apex membership organization dedicated to advancing sustainable higher education financing, policy innovation, research, and institutional capacity across Africa.

Formed in 2008, AAHEFA’s key objective is to provide a consolidated platform for information, best practice, and experience sharing on common matters that contribute to increasing access and equity in higher education.

Through strategic partnerships with governments, higher education institutions, development partners, and the private sector, AAHEFA works to expand equitable access to quality higher education while fostering innovation, skills development, and socio-economic transformation.

Position summary

The Assistant Administrative Officer ensures the seamless day-to-day operation of AAHEFA by providing high-level administrative, clerical, and operational support.

This role is vital in driving workplace efficiency through the proactive management of office systems, records, and departmental resources in a fast-paced environment.

Key responsibilities

Office administration

• Perform daily tasks such as filing, both physical and digital.
• Type correspondence.
• Scan documents.
• Carry out data entry.

Front desk and communication

• Serve as the first point of contact for visitors and callers.
• Draft, review, and organize professional emails, letters, and reports.

Meeting and event coordination

• Assist in scheduling appointments.
• Prepare meeting agendas.
• Take minutes.
• Manage logistics for workshops or seminars.

Logistics and travel

• Manage travel arrangements, including flight and hotel bookings for staff and other stakeholders.
• Oversee office supplies.
• Support office equipment maintenance.

Procurement support

• Assist in gathering quotations from suppliers.
• Maintain a fixed asset register.

HR support

• Assist in tracking staff leave records.

Qualifications and experience

Education

• Bachelor’s degree in accounting, business administration, management, public administration, or a related field.

Experience

• At least 1 year of relevant experience or internship exposure in related roles.

Technical skills

• Proficiency in Quickbook Accounting Software and Microsoft Office Suite is mandatory.
• Familiarity with cloud-based tools, such as Zoho, is an added advantage.

Required competencies

• Communication: Excellent English written and verbal communication skills.
• Organization: Strong multitasking and time-management abilities to meet tight deadlines.
• Integrity: Ability to handle sensitive information with a high level of confidentiality and professional ethics.
• Problem-solving: Proactive approach to identifying and addressing operational issues.

• Perform daily tasks such as filing, both physical and digital.
• Type correspondence.
• Scan documents.
• Carry out data entry.
• Serve as the first point of contact for visitors and callers.
• Draft, review, and organize professional emails, letters, and reports.
• Assist in scheduling appointments.
• Prepare meeting agendas.
• Take minutes.
• Manage logistics for workshops or seminars.
• Manage travel arrangements, including flight and hotel bookings for staff and other stakeholders.
• Oversee office supplies.
• Support office equipment maintenance.
• Assist in gathering quotations from suppliers.
• Maintain a fixed asset register.
• Assist in tracking staff leave records.

• Proficiency in Quickbook Accounting Software
• Microsoft Office Suite
• Cloud-based tools (e.g., Zoho)
• Excellent English written and verbal communication skills
• Strong multitasking and time-management abilities
• Ability to handle sensitive information with a high level of confidentiality and professional ethics
• Proactive approach to identifying and addressing operational issues

• Bachelor’s degree in accounting, business administration, management, public administration, or a related field.
• At least 1 year of relevant experience or internship exposure in related roles.