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Administrative Assistant Job in Nairobi, Kenya

HelpAge International (HelpAge) is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives

To facilitate this and in service to the older people, HelpAge East, West and Central Africa(EWCA) Regional Office seeks to fill in the vacancy of an Administrative Assistant.

Job Title: Administrative Assistant (AA)

Finance & Administration

Location: Nairobi, Kenya

Responsible To: Senior Administrative Officer (SAO)

Supervises: Office Assistant, Groundsman

Relations with Others: Providing support to both Regional Office and HelpAge International in Kenya staff and external parties.
Purpose: The Administrative Assistant provides support to Regional Office (EWCARO) team by receiving all in-coming calls and re-directing them appropriately, directing visitors, ordering/receiving supplies from vendors and ensuring free flow of communication between staff and external parties.
Duties and Responsibilities:
1.1 Reception
·                     Manage the front office i.e. guide visitors and refer visitors to the relevant ARDC staff, professionally, recognising that the reception is the first point of contact between visitors and HelpAge.
·                     Manage the Switchboard by making, answering and directing calls to the appropriate recipients.
·                     Receive and re-direct all mails to relevant staff after opening and stamping them with official stamp and date
·                     Assist with making appointments with partners, suppliers and other third parties on behalf of staff
·                     Help in procuring and receiving goods and sign delivery notes on behalf of ARDC.
·                     Monitor all telephone lines, report problems to the appropriate service provider to ensure problems are resolved in the shortest possible time.
·                     Forward a consolidated telephone report to all staff every month for the purpose of billing and recovering personal calls.
·                     Maintain an updated internal and external telephone directory.
1.2 Logistics
·                     Sourcing for hotel accommodation, flights and goods quotations ensuring value for money.
·                     Send suppliers invitation to bids, receive and analyse bids and process procurement documentation.
·                     Update procurement order status reports.
·                     Make travel arrangements for Regional/Kenya staff and Consultants, including international flights and flights to the field.
·                     Coordination of workshops/conferences. 
·                     Ensure participants are well informed of travel arrangements, visa requirements, security, picking and dropping.
·                     Keep a record for all Regional/Kenya staff and workshop participants to and out of Kenya.
1.3 Others
·                     Attend and takes minutes of meetings.
·                     Maintenance and booking of Board-room and errands book and communicate to the logistics team
·                     Any others duties that may be assigned by line manager
Person Specification:
·                     Good working knowledge of computer packages including word processing, and database packages.
·                     Ability to work independently and make good decisions with minimum supervision.
·                     Good PR, tactful, courteous and accommodating
·                     Excellent command of English and Kiswahili both written and oral
·                     Must be a good team player and sensitive to Diversity
·                     At least 3 years working experience in an administrative position
·                     Strong interpersonal and communication skills.
·                     Good planning, negotiation and organization skills
·                     Good organizational and time management skills and ability to prioritize tasks.
Education Criteria:
·                     ‘O’ level Education
·                     Diploma in business management or related field
·                     Previous experience in a NGO setting
·                     Culturally sensitive, good public relations and flexible

To apply for this position, please send an updated CV and covering letter by 2nd January, 2015 explaining how you meet the criteria for the role to:

Regional Human Resource Coordinator
HelpAge International
Africa Regional Development Centre,
P.O. Box 14888 - 00800
Westlands, Nairobi


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