Program / Department Summary: Mercy
Corps has been operational in Kenya since 2007 and currently implements
programs in Rift Valley, Central and Wajir districts with funding from USAID,
Gates Foundation, ICDF and private Horn of Africa drought response funds.
Mercy Corps’ efforts are focused on
supporting youth so they have a voice and opportunities for growth.
We are also helping drought affected
communities recover and be more resilient.
Administrative Assistant -
Nairobi
General Position Summary: The
Admin Assistant will assist front desk support functions for the Mercy Corps
Nairobi office.
This will include answering
telephone, use fax, greeting visitors and reception, coordinate incoming & outgoing
deliveries, coordination of international and domestic flights and hotel
accommodations.
Essential Job Functions:
Overall responsible for front desk
support activities in Nairobi with compliance with MC admin and in-country
policies
- Answering telephone including transfer calls
and taking messages, research telephone numbers and place phone calls as
requested. Maintain “while you were out” notes
- Welcoming visitors, informing the respective
staff and directing them accordingly.
- Coordinate incoming & outgoing deliveries
including sending & receiving mail and faxes. Sending & receiving
monthly package to Portland HQ and other MC Kenya field offices in
coordination with Admin Officer
- Coordination of international and domestic
flights and hotel accommodations in liaison with the Admin Officer
- Maintain presence at front desk at all time
and ensure the reception area is clean
Other Specific Duties Include:
- Responsible for the smooth running of the
following office functions: Reception of visitors, photocopying, mail
services, translation services, telephones and faxes.
- Maintain and monitor late attendance book;
alert HR poor attendance records of relevant staff;
- Responsible for maintaining all reception
notice boards – keeping them updated, clean and neat;
- Translation of any program or office
documentation, as required;
- Responsible for maintaining contact sheet for
MC Kenya – ensuring all contact details are updated and submitted to the
Admin Officer;
- Responsible for facilitating visas and other
legal documentation for Mercy Corps staff in coordination with Admin
Officer;
- Conduct himself/herself both professionally
and personally in such a manner as to bring credit to Mercy Corps and to
not jeopardize its humanitarian mission.
- Other duties as assigned.
Supervisory Responsibility: None
Reports Directly To: Administrative
Officer
Works Directly With: Nairobi
Team.
Knowledge and Experience:
- Be a diploma holder in Business administration
or equivalent with a minimum of 2 years’ experience with office reception
and administration;
- computer skills are required,
- must be an independent thinker and have strong
organizational skills;
- demonstrate experience in scheduling and
managing staff from multiple departments;
- Fluency in English and Swahili (written and
spoken).
Success Factors:
- Conscientious with an excellent sense of
judgment
- Ability to work simultaneously on multiple
tasks
- Willingness and ability to work effectively
with a wide variety of people
- Excellent interpersonal skills
- Ability to work as part of a team and
coordinate with project personnel
- Good spoken and written English
- Computer literate and strong organizational
skills.
Interested candidates who meet the
above required qualifications and experience should submit on or before August
1, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing
three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org.
Applicants must clearly indicate on the email subject; the position and location they are applying for.
Applications without the right
subject heading will be automatically disqualified.
Please do not attach any
certificates.
(ONLY Qualified short-listed candidates will be contacted)
NB: Mercy Corps does not charge any fee at any stage of the recruitment process.
