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Administrative Assistant Job in Kenya

Ref. No.AECF/FO/2017/057
Job Title: Administrative Assistant
Location: Nairobi, Kenya
Reports to: HR & Administration Manager
Start Date: January 2018
The Africa Enterprise Challenge Fund (AECF) is a US$ 304 million private sector challenge fund that provides catalytic funding to enterprises in 24 countries in Sub-Saharan Africa. 

The fund supports innovative commercial businesses in the agribusiness, renewable energy and adaptation to climate change technology sectors with the aim of reducing rural poverty, promoting resilient rural communities and creating jobs through private sector development. 

We invest in businesses that are seen as “risky” and that struggle to meet traditional risk-return standards for commercial investors and which offer significant impact on poverty alleviation by creating jobs and sustainable incomes.
Position Overview: The Administrative Assistant assists the HR & Administration unit to provide operational and administrative office support including Travel, Logistics & Events Management and Procurement support to the AECF Office to ensure smooth office operations and events management leading to effective travel management and office operations.
Key Responsibility Areas;
Work requirements and responsibilities will be guided by the Human Resource & Administration Department’s Policies and Standard Operating Procedures (SOP) which are reviewed periodically but will fall broadly in the following Key Responsibility Areas;
·                     Work with the HR & Administration unit to co-ordinate day to day travel and logistics management and ensure that all travel and logistics complies with AECF’s travel policy;
·                     Facilitate training for staff on the travel policy and utilization of travel forms;
·                     Arrange hotel bookings as per the AECF Travel policy and guideline;
·                     Process travel authorizations, confirm budgets, get relevant approvals and prepare travel LPOs’ for verification and signature for assigned departments;
·                     Provide procurement support by sourcing for quotations for purchases within the assigned threshold for all departments;
·                     Ensure that suppliers travel invoices are received in a timely manner and recorded into the available system and check invoices from travel agent and certify accuracy for payment;
·                     Confirm that claims submitted match provided itineraries and follow up reimbursements where there are deviations;
·                     Coordinate all ticket and accommodation requests for assigned departments;
·                     Manage and maintain travel module system ensuring all entries are accurately and timely done;
·                     Assist expatriate staff’s relocation by providing logistical support in the process of accommodation, shipping & customs clearing, vehicle registration & insuring and obtaining driving license;
·                     Follow up and ensure all AECF events are booked in a timely manner and run smoothly;
Required qualifications and experience:
·                     Bachelor’s degree in any of the business related disciplines;
·                     Computer proficiency and familiarity with a range of software applications including MS Office;
·                     Must have a minimum of two (2) years of experience in similar role;
·                     Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
·                     Demonstrate strong people management and customer service skills.
·                     Demonstrated proactive approaches to problem-solving with strong decision-making capability;
·                     Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
How to Apply

If you believe you can clearly demonstrate your abilities to meet the relevant criteria for the role, please submit your application quoting the Job Title and Reference Number on your application letter, and attach a detailed CV, stating your current position, current and expected remuneration, e-mail and telephone contacts. 

To be considered, your application must be received by Friday 15th December 2017 addressed to:

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