About Tech for Health Equity Foundation (TFHE Foundation)

The TFHE Foundation seeks to:

1. Improve health equity by deploying technology solutions to enhance access to healthcare services.
2. Strengthen health systems using digital health tools, especially in remote and underserved communities.
3. Facilitate the use of innovative digital solutions such as drones for disease prevention and
4. health promotion. Mission: To leverage technology to improve healthcare access and outcomes,

Main Mission: To leverage advances in technology to improve healthcare access and 

Position Description

The Administrative and Reception Assistant will play a key role in ensuring the smooth day-to-day operations of the organization. This position combines front-desk reception duties with administrative and logistical support to various departments. The role requires strong organizational skills, professionalism, attention to detail, and excellent communication abilities.

Essential functions include [but are not limited to]:

Reception: 

• Serve as the first point of contact for visitors, clients, and partners; maintain a professional and welcoming front-office environment.
• Manage the reception area, meeting rooms, and ensure they are clean, organized, and ready for use.
• Manage the Reception desk and switchboard. 
• Receive, dispatch and file all official correspondence 
• Welcome and direct visitors to the appropriate employees or appropriate meeting rooms within the organization 
• Collect and arrange couriers 

Administration and Operations: 

• Provide full administration support to the team and departments. 
• Make available all administration templates to project staff
• Assist the CEO in managing meeting schedules: setting and following up on appointments with external stakeholders; schedule appointments and maintain and update appointment calendars.
• Maintain records and filing of all correspondence.
• Support logistical arrangements for international visits of TFHE staff and other guests; this includes booking accommodation, flights and ensuring airport pick-up and drop-off. 
• Provide administrative support to the senior staff including TFHE Chief Executive team and leadership team.  
• Ensure all project assets are properly labeled as per TFHE and donor requirements 
• Assist the Finance and Administration Manager to periodically reconcile physical stock against book records of office supplies & stationery. 
• Manage and maintain petty cash and produce petty cash reports.
• Assist the Finance and Administration team in updating inventory of project assets.
• Write correspondence as relevant.
• Provide logistical support for meetings held in the meeting room(s), this includes arrangements for catering provisions. 
• Management of administrative forms and templates. 
• Maintaining general tidiness of conference/meeting rooms and their booking register. 
• Work closely with the Operations team to provide support as required
• Interact with senior management on issues related to visitors’ transportation and logistics.

Human Resources

• Support the AFM to maintain HR record keeping system such as staff vacation plans and use as per Foundation policy.
• Support the AFM in collecting staff timesheets regularly and review timesheets for accuracy. 
• Perform any other duties as may be requested by the supervisor.

Organizational Relationship

• Supervisor: Administration and Finance Manager, liaise with Chief Executive Officer and Leadership on day-to-day basis.

The candidate for the position of Administrative and Reception Assistant shall have at a minimum the following qualifications:

Education: 

Bachelor’s degree ,Business Administration, Public Administration, Office Management, Secretarial Studies, or a related field.

Skills and Experience: 

• At least 2-3 years of experience
• Should have professional demeanor
• Excellent English skills (oral and written)
• Ability to demonstrate highest degree of confidentiality
• Strong organizational and interpersonal skills and ability to work in a team-oriented setting
• Working knowledge of standard office equipment, scanner and photocopier
• Demonstrated experience using Microsoft Office Suite applications including Excel, Word, and Power Point preferred. Computer literacy is required
• Must be able to work within a cross-cultural setting, negotiate diplomatically, and function well under pressure
• Willingness to learn and take initiative
• Experience working at the front desk or customer service roles is a plus

• Serve as the first point of contact for visitors, clients, and partners; maintain a professional and welcoming front-office environment.
• Manage the reception area, meeting rooms, and ensure they are clean, organized, and ready for use.
• Manage the Reception desk and switchboard.
• Receive, dispatch and file all official correspondence
• Welcome and direct visitors to the appropriate employees or appropriate meeting rooms within the organization
• Collect and arrange couriers
• Provide full administration support to the team and departments.
• Make available all administration templates to project staff
• Assist the CEO in managing meeting schedules: setting and following up on appointments with external stakeholders; schedule appointments and maintain and update appointment calendars.
• Maintain records and filing of all correspondence.
• Support logistical arrangements for international visits of TFHE staff and other guests; this includes booking accommodation, flights and ensuring airport pick-up and drop-off.
• Provide administrative support to the senior staff including TFHE Chief Executive team and leadership team.
• Ensure all project assets are properly labeled as per TFHE and donor requirements
• Assist the Finance and Administration Manager to periodically reconcile physical stock against book records of office supplies & stationery.
• Manage and maintain petty cash and produce petty cash reports.
• Assist the Finance and Administration team in updating inventory of project assets.
• Write correspondence as relevant.
• Provide logistical support for meetings held in the meeting room(s), this includes arrangements for catering provisions.
• Management of administrative forms and templates.
• Maintaining general tidiness of conference/meeting rooms and their booking register.
• Work closely with the Operations team to provide support as required
• Interact with senior management on issues related to visitors’ transportation and logistics.
• Support the AFM to maintain HR record keeping system such as staff vacation plans and use as per Foundation policy.
• Support the AFM in collecting staff timesheets regularly and review timesheets for accuracy.
• Perform any other duties as may be requested by the supervisor.

• Should have professional demeanor
• Excellent English skills (oral and written)
• Ability to demonstrate highest degree of confidentiality
• Strong organizational and interpersonal skills and ability to work in a team-oriented setting
• Working knowledge of standard office equipment, scanner and photocopier
• Demonstrated experience using Microsoft Office Suite applications including Excel, Word, and Power Point preferred. Computer literacy is required
• Must be able to work within a cross-cultural setting, negotiate diplomatically, and function well under pressure
• Willingness to learn and take initiative
• Experience working at the front desk or customer service roles is a plus

• Bachelor’s degree ,Business Administration, Public Administration, Office Management, Secretarial Studies, or a related field.
• At least 2-3 years of experience
• Fluency in English is required.