Administrative Assistant
(ACT-AA-21-2017)
Reporting to the Administrative
Manager, the Administrative Assistant will primarily be responsible for day to
day the implementation of an efficient administrative process within Act!’s
laid down policies and pros.
Duties
·
Take full responsibility over the day
to day management of a fully documented assets management system to support
Act!s management of assets based on best practice (Compare best practice verses
Act!s system).
·
Ensuring effective maintenance and
repairs of assets and other administrative infrastructural systems, liaising
with the appropriate staff to arrange quality repairs of reported malfunctions
in a timely and expeditious manner.
·
Assist in the implementation of
security management system and protocols to support Act!s operations field
offices
·
Assist in market research and
soliciting bids /quotes from vendors for items in adherence with ACT! policies.
·
Assist in procuring goods and
services, identifying potential vendors as outlined in the organizational
policy operations manual.
·
Provide day-to-day operations and
logistics support to the program teams.
·
Assist in monitoring, tracking and
expediting program procurement activities and delivery status of
goods/services.
·
Assist with updating the asset
inventory and keep track of equipment movement.
·
Assist in preparation, reviewing and
issuing of the, request for quotation/proposals, purchase orders (PO).
·
Maintain the procurement filing
system and up-to date procurement physical files.
·
Taking full responsibility of all
documents to be sent to finance for payment processing – Prepare, process and
track payment in liaison with the Act! Finance Department.
·
Assist with invoice verification
against purchase orders and delivery notes and process payment against the
invoice for vendors.
·
Ensure vendor invoices and
transaction support documents are presented in the prescribed manner in
accordance with USAID requirements.
·
Undertake any other reasonable duty
as may be assigned that is consistent with the nature of the job and its level
of responsibility.
Qualifications
·
A Bachelor’s degree in Business
Administration, procurement, supply chain or related business field.
·
A Professional certification in
Logistics or Purchasing and Supplies management professional.
·
At least 2 years’ experience in the
Administration, Procurement and Logistics with sound understanding of NGO
Operations especially in a USAID funding environment.
·
Supplier negotiations skills.
·
Good analytical skills.
·
Understanding of procurement and
contract laws.
·
Must be result-oriented.
·
Good interpersonal and communication
skills.
·
Ability to work under strict
deadlines: high caliber time management competency.
·
Must be culturally sensitive.Highly
proficient in MS Word, Excel, Access, Power-point and the use of Internet for
research.
How to Apply
If you meet the requirements as
contained in the description, please submit (1) a detailed and current CV; (2)
an application cover letter demonstrating why you qualify for this opportunity,
quoting your current/last gross salary.
All applications should be submitted
electronically to hr.admin@act.or.ke indicating the job position and reference number
ACT-AA-21-2017. Only candidates shortlisted for interviews will be contacted.
Note: The advert for this position
will remain open until filled but should not last more than 5 days from the
date of posting.
Date of posting advert 18th July 2017
Act! is an equal opportunities employer
Act! is an equal opportunities employer