Our client is an established
Christian NGO based in Meru which champions Children’s rights through various
programs in Meru, Samburu and Isiolo.
We are seeking applications from
mature BORN-AGAIN Christian candidates to fill the following position based in
Meru:
Office Assistant
(Salary 15,000)
In addition, she also supports in the
performance of a variety of administrative tasks.
Since her work involves frequent
dealings with the public, she must have a friendly courteous, professional and
efficient approach.
Tasks and Responsibility Associated
with this Position
Provides secretarial and
administrative support
·
Types work presented by the
Administrative Assistant or the Directors and circulates memos and other
official documents as necessary.
·
Answers all routine correspondence
independently and deals with more complex matters in co-operation with the
Administrative Assistant.
·
Maintains a Stationery Register.
Ensures that there is always a sufficient stock of envelopes, etc. Obtains and
distributes new supplies as necessary.
·
Develop, set up, and document office
secretarial systems related to; filling of documents, communications, supplies
management, photocopying, handling petty cash and reporting on behalf of the
Admin department.
Ensures the smooth flow of
correspondence and communications.
·
Operates the switchboard, making
out-going and receiving incoming calls. Assists callers as required and takes
messages if necessary.
·
Receives and distributes incoming
mail, and prepares outgoing mail. Registers all outgoing mails and arranges for
dispatch of urgent mail by courier
Ensures high standards of efficiency
and organisation.
·
Exercises good time management
skills.
·
Maintains a well-organised office,
ensuring cleanliness and good order. Recommends improvements in office
administration, practices, including filing systems.
·
Keeps up-to-date files for all
reports, meetings correspondence etc. Ensures the proper safekeeping of all
such records.
·
Maintains complete confidentiality in
all matters relating to the NGO’s operations, and strictly avoids gossip.
·
Welcomes and attends to all visitors
and ensures they receive any assistance they require, or are directed to other
staff members as necessary.
·
Organise refreshments for guests and
assists with the organisation of special functions in co-operation with the
Admin Assistant.
Ensure security and judicious
management of the NGO’s resources and assets.
·
Responsible for the main office keys
and arming and disarming the security system.
·
Ensure accountability of the petty
cash, stationary, use of phone and any other resource entrusted to her/him.
Have good knowledge of transport and
fleet management.
·
Knowledgeable with the prevailing
rates of trip charges per Kilometre both on rough roads and on tarmac.
·
Prepare the monthly trip charges and
fuel analysis in co-operation with the Admin Assistant.
·
Is well versed with all the documents
related to transport and logistics e.g. vehicle request forms, incident reporting
form etc and she is able to complete them in the absence of the Admin
Assistant.
Data protection
·
At all times ensures that personal
data of donors, sponsors, the company’s beneficiaries and their families as
well as staff is handled confidentially and in accordance with prevailing
organisations, office procedures and policies.
Performs other tasks as assigned by
the immediate supervisor.
Requirements:
Applicants for this position should
possess the following:
·
Have a diploma or certificate in
secretarial studies from a recognized institution and a minimum of a Grade C-
in KCSE.
·
At least two years office experience
in administration and secretarial support services preferred.
·
Must be self-supervisory, takes
initiative and have good organizational skills.
·
Must have computer aptitude and
experience with Word Processing, Database Management, Desktop Publishing and
spreadsheet software.
·
Ability to manage, prioritize tasks
and good attention to details.
·
Good interpersonal skills,
cross-cultural and religious sensitivity
·
Adaptability and flexibility and
willing to work long and extra hours when necessary or requested of by
supervisor, directors or the governing board.
·
Must be diplomatic, God fearing,
honest, a team player, a peacemaker who can keep confidential information and
handle them professionally.
·
Fluent in English and Kiswahili, both
verbal and written is essential. Knowledge of Kimeru will be an added advantage
·
Must have a valid Certificate of Good
Conduct, NSSF, NHIF and PIN Certificates.
Please forward an application letter
indicating your suitability to this role, together with a copy of your updated
resume, and your current salary and benefits package to: info@peopleinsightslimited.com before Friday, 5th June 2017.
Interview invitations will be sent at
very short notice, therefore clearly provide daytime telephone contacts.
Only shortlisted candidates will be
contacted.