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Administrative Assistant Job in Kenya – NGO

Administrative Assistant
Malteser International, the worldwide relief agency of the Order of Malta for humanitarian aid, works in more than 20 countries in Africa, Asia and the Americas for people in need, regardless of their religion, origin or political affiliation. Its mission is to provide emergency relief as well as to implement rehabilitation measures and to facilitate the link between emergency relief and sustainable development.
Christian values and the humanitarian principles of impartiality and independence form the basis of its work in the following areas: Relief, Reconstruction & Rehabilitation; Health & Nutrition; Water, Sanitation & Hygiene (WASH); Livelihood & Social Programs and Disaster Risk Reduction.
In Kenya, Malteser International is present since 2001. So far, programs concentrated on TB/HIV and Maternal and Neonatal health in the slums of Nairobi and in Kajiado, while also providing humanitarian assistance in emergencies such as droughts and floods in Northern Kenya and during electioneering periods.
Malteser International also runs an office in Illeret, North Horr Sub-County, Marsabit County / Northern Kenya with the aim to address the needs of the pastoralist population of the area, by supporting sustainable solutions, drought resilience, disaster preparedness primary health care.
To support the Kenya Country Office, Malteser International is looking for, Administrative Assistant (National position)
Provide administrative support to Country Office. Duties include general clerical, receptionist and project based work. Project a professional organization image through in-person and phone interaction.

Responsibilities

·         Receiving and making telephone calls and switch board control.
·         Receiving and welcoming visitors and making appointments.
·         Organizing travel/accommodation arrangements for Malteser staff and visitors and compiling travel lists.
·         Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, filing, scanning and binding.
·         Preparation of absence/presence lists for Regional Office Nairobi.
·         Updating of Malteser Africa address list / extension and phone list for Regional Office Nairobi

·         Ensuring day to day smooth function of Regional Office Nairobi and Team House. This includes making shopping lists to replenish supplies of consumables, checking cleanliness of the office, reporting broken equipment for repair, etc.
·         Petty cash management.
·         Assisting in making and catering for Team house and guest room arrangements after office hours.
·         Store management for the stationery store in RO.
·         Making payments (cheques/online), making bookings for hotels and trainings and coding.
·         Assisting in preparation of Regional Office Nairobi and Kenya Programmes cash books according to Malteser standards.
·         Preparation of PRFs for Regional Office Nairobi and Kenya programmes.

Qualifications

·         Certificate or Diploma in secretarial, business, CPA or office management studies.
·         Experience with logistics and secretarial management.
·         Good knowledge of office support functions.
·         Some knowledge of supervisory practices.
·         Some knowledge of financial record keeping.
·         Good computer skills in Microsoft Excel, Word, PowerPoint, Outlook, Internet, etc.
·         Excellent English oral and written language skills.
How to Apply
If you are interested in this position, kindly submit your application (CV, letter of motivation, copies of diplomas and three professional references to nairobi@malteser-international.org on or before 30/05/2017.

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