Position: Administration Coordinator
Location: Mathare, Nairobi
Reports to: Program Officer
Hours: Monday- Friday, 8am to 5pm
Serves as primary point of
operational and administrative contact for internal and external constituencies
often on complex and confidential issues to ensure more efficient service and
organization of the office.
General Purpose: Provide personal administrative support and
assistance to SHOFCO’s CEO
Duties and Responsibilities
Duties and Responsibilities
- Develops a roster for staff information
including but not limited to providing information on training
opportunities, vacancies, Memos, in-service meetings, and workshops.
etc
- Resolves administrative problems by analyzing
information; identifying and communication solutions. This includes
managing the schedule/calendar, making travel arrangements, and handling
telephone communications, greeting and directing visitors as appropriate.
- Liaise with vendors and Suppliers in stock
control
- Support the Programme team in the tracking and
reporting on operational controls
- Serves as a primary point of direct
administrative contact and liaison with National Operations office, on a
range of specified issues; organizes and facilitates meetings,
conferences, and other special events, as required.
- Gathers, enters, and/or updates data to maintain
departmental records and databases, as appropriate; establishes and
maintains files and records for the office.
- Ensure maintenance of the internal
expenditures control system which ensures that vouchers processed are
matched and completed; transactions are correctly recorded and posted
- Take timely corrective actions on un-posted
vouchers
- Create requisitions on Google docs for
development projects registers of goods
- Monitors and coordinates accounting activities
as appropriate, and prepares internal reports; participates in budget
planning and management, as required.
- Coordinates and oversees the day-to-day
management of supplies, equipment, and facilities at SHOFCO’s Mathare
site, as appropriate, to include maintenance, inventory management,
logistics, security, and related activities.
- Perform any other job assigned
Education and Experience
- Must have Diploma in Business Administration
or any other business related course
- 2 year of progressively responsible experience
with administrative tasks;
- Computer Literate
- Must be able to multitask and should have
knowledge of HR, Finance and Procurement
- Knowledge of standard office administrative
practices and procedures
- Bachelors degree preferred
- The candidate should be readily available
- The ideal candidate must be passionate about
working in the slam
- Functional Competencies
- Ability to perform a broad range of
specialized activities aimed at effective and efficient functioning of the
Programme unit including logistical support, Finance and HR Support;
- Ability to organize and complete multiple
tasks by establishing priorities;
- Ability to handle a large volume of work
possibly under time constraints;
- Ability to establish, build and sustain
effective relationships with clients, demonstrating understanding of
client's perspective; anticipates client needs and addresses them
promptly;
- Ability to administer and execute financial
processes and transactions;
- Client Relationships, and Administrative
Skills
Key Competencies
- Organizational and planning skills
- Excellent communication skills
- Information gathering and information
monitoring skills
- Problem analysis and problem solving skills
- Judgment and decision-making ability
- Initiative
- Confidentiality
- Attention to detail and accuracy
- Flexibility
- Comfortable working in informal settlements
To apply for this positions,
candidates should send their applications to the email address
jobs@shininghopeforcommunities.org not later than 21st November 2014.