Job title: Administrative Assistant
Unit / dept / delegation: Administration, East Africa Regional Representation
Reports to: Administration Manager
Grade: 4
Purpose: To provide administrative assistance to the department under the overall supervision of the Administration Manager.
Key responsibilities
- Receive
and file incoming letters, documents.
- Maintain
office efficiency, plan and implement office systems in stationary supply
and management.
- Create,
control and monitor all stationary requirements of other departments.
- Record,
monitor expenses and raise monthly invoices.
- Maintain
stationary supplies and coordinate deliveries.
- Add
new material records, and create new records as necessary. Assign and
record or stamp identification numbers or codes in order to index
materials for filing. Find and retrieve information from files in response
to requests from authorized users.
- Perform
periodic inspections of materials or files to ensure correct placement,
legibility and proper condition.
- Sort
or classify information according to guidelines such as content, purpose,
user criteria, chronological, alphabetical or numerical order.
- Modify
and improve filling systems, or implement new filing systems.
- Maintaining
proper filing records for all Administration Department.
- To
provide administrative support to the Archieve where needed.
- To
manage and respond to archival enquiries where necessary.
- To
assist with sorting, indexing and cataloguing materials to the archieve.
- To
assist in basic preservation work, such as recording archival documents
and files.
- To
work in co-operation with other staff members to ensure that the aims of
the Archieve Centre are achieved.
- Track
materials removed from the Archieve in order to ensure that borrowed files
are returned.
- Any
other assignments in Administration.
Duties applicable to all staff
- Actively
work towards the achievement of the Federation's goals.
- Abide
by and work in accordance with the Red Cross Red Crescent principles.
- Perform
any other work related duties and responsibilities that may be assigned by
the line manager.
Person Specification
Education
Education
- Diploma
in Human Diploma in Business administration, Public Relations and Customer
Care, Office administration, or any relevant field
Experience
- 3
years or more experience in office administration, and in any other
relevant office support areas
Skills and Knowledge
- Proficiency
in the usage of computers and office software packages (MS Word, Excel,
etc)
Language
- Fluency
in both spoken and written English and Kiswahili
Character Qualities
- Ability
to work in a team, and occasionally under strict deadlines
- High
degree of integrity, discretion, and personal conduct
- Flexible
and adaptable to changing working conditions
- Self-motivated,
with good judgment and initiative
- Good
verbal and written communication skills
- Good
interpersonal skills
- Sensitivity
to diversity
- Good
level of attention to detail
- Pleasant
personality
Applications should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 15 January 2012.
Kindly note that due to the large volumes of applications received;
1. Only e-mail applications will be accepted
2. Only short listed candidates will be contacted.
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