Position: Office Admin Assistant
Based in: Nairobi,
Kenya
Reports to: Human
Resources & Administration Manager
Background: GVEP (Global Village Energy Partnership) International works to increase the effectiveness of energy product/service providers by supporting micro, small and medium enterprises to strengthen, expand and diversify their businesses, and improve their ability to raise capital and scale-up.
Background: GVEP (Global Village Energy Partnership) International works to increase the effectiveness of energy product/service providers by supporting micro, small and medium enterprises to strengthen, expand and diversify their businesses, and improve their ability to raise capital and scale-up.
Over seven million people have
benefited from our programmes in Africa.
Position Summary: Reporting to the HR and Admin Manager, the office admin assistant is responsible for facilitating the administration and logistics functions at the regional office, ensuring effective and efficient operations in the day to day running of the Office.
Position Summary: Reporting to the HR and Admin Manager, the office admin assistant is responsible for facilitating the administration and logistics functions at the regional office, ensuring effective and efficient operations in the day to day running of the Office.
He/she is the organization’s first
point of contact with clients, guests and vendors therefore a high degree of
professionalism and interpersonal skills is required.
Main duties and responsibilities
Main duties and responsibilities
General Admin duties
- Managing the front office by courteously
answering calls, receiving visitors and maintaining a log of staff field
activities
- Making appointments and organizing meetings as
appropriate for staff, both local and international
- Handle flight and taxi bookings, organizing
for accommodation and conferences for visiting and local staff
- Offer support to staff in obtaining travel
documents e.g. visa, travel permits
- Ensuring all office documents are filed in an
accurate and up to date manner.
- Record outgoing cheques and sort all incoming
mails and distribute them within the organization as appropriate.
- Monitor Motor vehicle insurance coverage,
office lease and telephone services to ensure timely payment.
- Keep track of all bills e.g. electricity,
water and ensure timely submission to the finance office for payment.
- Ensuring that the office is maintained at all
times and co-coordinating repairs of office equipment
- Make purchase requisitions for office
supplies
- Making payments for petty purchases
Inventory Management
- Responsible for accurate asset tracking, asset
tagging and asset lists
- Maintain supplies inventory by checking stock
to determine inventory level; anticipating needed supplies; placing and
expediting orders for supplies; verifying receipt of supplies.
- Maintaining vehicle logs and monitoring their
movements, including taking corrective action in case of malpractice.
- Organizing vehicle service and repairs as and
when due or necessary so as to keep the vehicles in good shape at all
times
- Oversee fuel consumption purchase and tracking
including coordination with the fuel card provider
- Any other duties as assigned by the supervisor
Qualifications, Experience and
Desired Competencies
- Bachelors’ degree in Business Administration
or relevant degree.
- Minimum 3 years’ experience in an
administration role in a busy office preferably NGO;
- Experienced administrative professional who is
dependable and highly organized, enthusiastic with a positive attitude
- Experience in the use of computers and office
software packages (MS Word, Excel, etc.)
- Excellent oral and written communication
skills;
- Able to uphold high ethical and professional
standards
- A clear understanding of procurement and administration
ethics and donor compliance is essential
- Ability to work well with other members of
staff and flexibility to undertake other additional responsibilities
How to Apply:
Qualified candidates should apply via
email with a detailed CV highlighting relevant experience, details of current
and expected salary, a daytime phone contact and the names of three
professional referees to recruitment@gvepinternational.org by latest 20th
August, 2015
GVEP International is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin or disability
GVEP International is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin or disability
