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New Partners Initiative Technical Assistance Program (NuPITA) Administrative Assistant Job Opportunity in Kenya

The New Partners Initiative Technical Assistance Project (NuPITA) is a four-year USAID-funded project working in eight countries (Ethiopia, Kenya, Nigeria, Rwanda, South Africa, Tanzania, Uganda, and Zambia) to provide technical assistance to fifteen organizations working in HIV and AIDS.
The project, under the New Partners Initiative (NPI), is a core program of the President’s Emergency Fund for AIDS Reliefs (PEPFAR).
NPI has been created to build the capacity of organizations that work at the community level and support the long-term response to HIV & AIDS. The project is being implemented by John Snow, Inc.
NuPITA is seeking dynamic, competent and highly motivated person for the following position:
Job Title: Administrative Assistant, NuPITA
Reports To: Project Director, NuPITA
Position Location: Kenya
Job Summary:

The Administrative Assistant will support the administrative function by providing effective and reliable  administrative and clerical services to the project, as well as carry out local purchases in accordance with project  policies and procedures to ensure that materials required are always availed on time and operations are not affected.
Key Responsibilities:
  • Organizing staff meeting agendas, coordinating staff meetings and following up on action points identified in staff meetings;
  • Undertake sourcing for local materials and/or suppliers on the market to ensure competitive offer and value for money
  • Processing orders in a timely manner to ensure that they reach suppliers in time to avoid late deliveries;
  • Follow up deliveries of goods ordered and also ensure that the deliveries are done in time to avoid stock cuts and communicate feedback to recipients;
  • Responsible for administration of workshops including hotel bookings, travel arrangements and per diem for participants;
  • Responsible for the administration of project personnel travel including ticket, hotel booking and travel insurance including authorization letters (NuPITA);
  • Proper management of petty cash to ensure there is no interference in the daily running of the section;
  • Ensure timely processing of payment vouchers to avoid delays in payments for supplies;
  • Maintain and update the project inventory system to ensure that all records are up to date;
  • Coordinate the purchase and distribution of office stationery /consumables to staff as when required;
  • Maintaining the office electronic and paper filing system;
  • Updating contact lists for quick reference relating to travel in Kenya and near the grantee locations;
  • Assisting in preparing presentations and reports by using MSWord, Excel, and PowerPoint including printing, binding and assembly of files;
  • Receive and attend to inquiries and direct visitors to ensure that visitors are handled professionally and courteously;
  • Receive and dispatch all official correspondence to each staff so as to ensure all communication is managed in a timely manner;
  • Monitor the functioning of all office equipment (photocopier, telephone, printer and fax) to ensure that they are in good working condition and report any breakdowns and servicing needed to avoid disruption in office operations;
  • Ensure the PBX is locked after hours and that all extensions are in good working order by the next day so that telephone communications run smoothly;
  • Facilitate smooth project operations by assuring timely and efficient transport as and when required; and
  • Deliver on any other duties assigned to you by the management of NuPITA.
Required Qualifications:
  • Bachelor’s Degree in Social Sciences, Administration, or a related field, and/or a Diploma in a related field.
  • Five years relevant work experience;
  • Computer literate, proficient in Microsoft Office (Word, Excel, PowerPoint);
  • Very well organized;
  • Strong analytical, problem solving, and interpersonal skills;
  • A proven ability to work as part of a team while self-managing own time; and
  • Ability to take initiative and also carefully follow instructions.
Skills and Characteristics:
  • Strong interpersonal and communication skills;
  • Attention to detail and multitasking ability;
  • Be result- and team-oriented, honest and of high integrity; and
  • Able to work with minimum supervision.
Applications should include a cover letter an updated curriculum vitae and names of at least three professional references, and should be sent to:
Closing date: 20th August 2010
Due to the large number of expected applications, only short listed candidates will be contacted.
“JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. Women and minority candidates are encouraged to apply. M/F/H/V/D.”

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