Administrative Assistant II - Wajid
Purpose of the position:
The position holder will implement day-to-day administrative duties to support smooth, customer-focused office and team house function. He/she will also facilitate hotel reservations, conference and transport logistical arrangements as required. He/she will implement filing and asset tracking on a regular basis while ensuring sufficient allocation of supplies to office and team facilities.
Conduct day-to-day administrative duties;
Promote customer-focused administrative function;
Coordinate the preparation of trainings, conferences, etc.
Maintain and update asset tracking tools;
Manage cooks/cleaners, ensuring comfortable living and working conditions;
Analyze existing practice and propose improvements.
Key Outputs/Responsibilities (Accountabilities and results)
Ensure effective, customer-focused administrative function:
Book and process payment to hotel, conference venues, etc in support of operations;
Undertake physical verification of assets to update Fixed Assets Register on a quarterly basis;
Receive, log and distribute all incoming local/international correspondence (mail, deliveries, etc);
Collate administration documentation, dispatch and track to Nairobi as needed;
Maintain a well-organized filing and documentation system;
Run errands as may be requested by Finance and Support Services Manager/Administrative Officer;
2. Ensure effective and comfortable Office & Team house:
Procure team house and office supplies;
Oversee inventory of office stationery to staff ensuring supplies are accounted for and replenished on time;
Facilitate the maintenance of office equipment as per approved procedures and policy;
Pro-actively address cleanliness and efficiency issues at the team house and office level;
Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills
Must perform his/her duties as guided by the Finance policy and procedure.
Observe high level of accountability in conducting day to day duties as well as supporting others achieve similar standards.
Ensure a gender perspective in the scope of work
Perform other duties as required.
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Educational level required: Minimum of a Diploma in related field.
Experience: At least 2 years of experience in related field;
Ability to communicate in written and spoken English at Basic level;
Ability to present financial data in a clear and coherent manner;
Working Environment / Conditions:
Work environment: Office-based with frequent travel to the field within the region.
Travel: 10% Domestic/international travel is required.
On call: Immediately