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
Job Title: Administrative Assistant (AA)
Department: 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:
Essential:
· 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
Experience:
· At
least 3 years working experience in an administrative position
Knowledge/Skills:
· 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
Desirable:
· 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
Email: jobs.ewca@helpage.org
Regional Human Resource Coordinator
HelpAge International
Africa Regional Development Centre,
P.O. Box 14888 - 00800
Westlands, Nairobi
Email: jobs.ewca@helpage.org