University
of Maryland
School
of Medicine
Administrative
Officer –
Kisii, Migori & Nairobi
Under
the supervision of HR & ADMIN Manager, the Admin officer will maintain
office systems, ensure organizational support and effectiveness by providing
support on general office administration.
Duties
& Responsibilities
- Ensure
the front office, work stations, common areas, etc. are maintained, kept
clean and tidy;
- Acquire
and delineate organized storage space and compartments as necessary for
all staff and programs;
- Manage
booking of conference and meeting rooms and ensure the rooms are ready
before scheduled use;
- Managing
the office store, issuance of supplies to staff members and all the sites
that are supported by the office.
- Allocate
work related tools to staff (phones, computers, desks, stationery) as
appropriate to all staff.
- Manage
office customer care, office bills payments and staff credit allocations.
Receive visitors, answer telephones and transfer calls to the appropriate
departments or staff members.
- Receive
and forward all utility bills to procurement for payment processing.
- Responsible
for external dispatch and delivery of mails and parcels.
- Maintain
a routinely updated register of all fixed assets and consumables.
- Maintain
supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; placing orders and verifying receipts.
- Adopt
and ensure use of acceptable standards and tools for inventory management
including asset registers, goods received/dispatch notes, bin cards and
goods movement forms; and
- Receive
and tag all items delivered to MGIC and maintain an orderly system of
goods storage.
- Maintain
delivery notes/Goods Received register for all supplies received and
delivered to the programs.
- Advice
the procurement department on quantities of items in the store and prepare
a monthly report reflecting stocks purchased, distributed and replenished.
- Oversee
the cleaning and tidiness of the office, repair works and ensure that all
furniture is in good condition;
- Liaise
with procurement to assist in air ticket bookings and accommodation.
- Receive
visitors, answer telephones and transfer calls to the appropriate
department or staff member.
Qualifications
- Bachelor’s
degree in a Business Administration related field
- Five
(5) years’ work experience in office administration.
- Past
experience supervisory experience a must.
- Excellent
interpersonal and communication skills
- Computer
literacy
- Ability
to work under pressure
If you meet the above qualifications, you are requested to send your application and CV to hr@mgickenya.org by September 16, 2016.
Candidates are required to quote the TITLE & LOCATION of the position being applied on the subject line of the email.
Only shortlisted candidate will be contacted.
Maryland Global Initiatives Corporation is an equal opportunity employer.