World Vision International

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Administrative Assistant II - Wajid

Job Description

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.

Major Responsibilities:

  • 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)

  1. 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;

Other Competencies/Attributes:

  • 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