World Concern Development Organization wishes
to recruit an Administrative Assistant to be based in the Garissa office.
Primary Responsibilities:
Manage the central communication functions of the HADA Garisa office including telephones, fax and central reception.
Provide administrative support to HADA staff and represent World Concern in a positive professional manner to all guests, visitors, vendors, staff and beneficiaries.
Assist in establishing and maintaining an effective and efficient records management system.
Essential Functions:
Primary Responsibilities:
Manage the central communication functions of the HADA Garisa office including telephones, fax and central reception.
Provide administrative support to HADA staff and represent World Concern in a positive professional manner to all guests, visitors, vendors, staff and beneficiaries.
Assist in establishing and maintaining an effective and efficient records management system.
Essential Functions:
- Maintain
a warm welcome, provide information to staff, receive all messages,
communication, visitors and telephone callers to World Concern and direct
them accordingly.
- Maintain
staff notice board in an attractive manner making sure posted items are
relevant & timely.
- Ensure
public areas (especially guest reception) are maintained in a professional
manner.
- Oversee
the operation of the photocopier and fax machines. This includes
maintaining various logs for these operations for managerial and billing
purposes and effectively liaise this information with accounts and
Logistics departments.
- Maintain
an updated list of telephone contacts for staff and other agencies for
easy reference.
- Receive
& date-stamp correspondence and distribute the same to the respective
people in a timely manner.
- Provide
support to the HADA Staff in diary/appointment management,
documentation-filling, photocopying and faxing, sending regular
communication to all staff from his/her desk and preparation of the HADA
staff travel advances and returns.
- Ensure
that office procedures are being followed on regular basis including security
procedures
- Coordinate
travel and bookings for staff and visitors as requested in coordination
with the logistics department.
- Assist
in establishing and maintaining an effective and efficient records
management system.
- Generate
reports and responds to inquiries regarding entered data as requested.
- Perform
other job related duties as assigned.
Measurability
- Fulfill
primary responsibilities as described above.
- Visitors
& guests are made to feel welcome and important.
- Staff
receives prompt courteous information.
- Accuracy
in correspondence and finance transactions
- Punctuality
& attendance are made a priority
- Ability
to manage and resolve conflicts in a mutually respectful manner
- Maintain
a positive and constructive attitude
- Operate
within World Concern communications standards for timeliness
Qualifications, Experience and Skills Required:
- Minimum
Diploma in IT, Secretarial studies, Community Development or Social Work
or a Bachelor Degree from a recognized Institution.
- At
least 1 year experience in a clerical position with exposure to figures
and computerized data entry
- Strong
proficiency in IT including very strong keyboard skills with good speed
- Good
personal organization
- Strong
work ethic and commitment
- Good
interpersonal and relationship management skills
- Attention
to detail
- Proficient
in use of Ms Office (Ms Access, Ms Excel, Ms Word, PowerPoint) and
Internet based applications
- Goal
oriented and has the ability to work under pressure
- Fluency
in spoken and written English. Knowledge of the local language will be an
added advantage.
Working Conditions/Environment
- Based
in Garisa County
- Multi-ethnic
and multi-cultural environment
- Periods
of unsocial working hours requiring flexibility
- Basic
office environment with periodic disruption of power, water, internet etc.
- Living
arrangements are in a team house or guest house with basic accommodations.
- Working
and living in a cross-cultural, sometimes unstable or insecure
environment.
- Apolitical,
gender sensitive office setting.
- Health
and hygiene standards are often poor.
- Drug
free environment including alcohol and tobacco
Only short-listed candidates will be contacted.
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