Administrative Officer/ ICT Support
Location: Nairobi
We believe in a world in
which every human life is valued, and health and human dignity are shared by
all.
We believe that access to quality healthcare is a basic human right. For more
than 100 years, we have worked with
global partners to deliver locally sustainable, quality healthcare solutions to
women, children, and their
communities. We’re ready to make it 100 more.
We believe change starts with her.
We work tirelessly for women’s and children’s health because they are disproportionately affected by illness and
poverty. We know that healthy, educated, and empowered women are better able to raise healthy, educated, and
confident children, and that communities depend on their livelihoods. We’re making an impact – learn more.
Building around a new
CHAMPS (CHildren And Mother PartnershipS) model, CMMB will work at both the
community and clinical levels in these targeted communities to strengthen
health services and address the
leading causes of maternal and child death. In addition, CMMB will expand its
volunteer program to strengthen
health care delivery in CHAMPS-supported facilities and will engage with the
pharmaceutical industry to help
meet the needs of CHAMPS communities and facilities.
CMMB is committed to learning and evolving in order to successfully achieve
impact in its strategy and will have
strong vertical and horizontal team structures in alignment to the global
strategy in order to encourage
accountability, communication, and effective project management.
We believe in people.
We strive to live out our core values of collaboration, love, excellence and
respect every day. We provide our
employees with a competitive salary and a meaningful benefits package, with
opportunities to learn and grow. We
especially encourage all persons of diverse backgrounds to apply.
Department Summary
CMMB’s Finance and Administration Department plays a critical role in ensuring
that CMMB efficiently and
effectively utilizes its resources in achieving its program goals through least
cost and value for money. The
Department strives to ensure that all expenditures are in compliance with both
CMMB policies, donor
requirements and National laws. Through a team of dedicated staff, the team
upholds utmost integrity,
honesty, and love in the execution of their roles to achieve CMMB’s vision,
mission and core values.
CMMB has been working in Kenya for almost 15 years. CMMB works to ensure that
the most vulnerable
populations, especially mothers and children, have access to quality services
in health care, health promotion
and illness prevention.
Overview
As an integral support member of the Finance and Administration Department, the
Administrative Officer will
facilitate smooth day-to-day operations of the department. Under the direction
and supervision of the Senior
Manager Finance and Administration, the Administrative Officer will ensure
administrative and operational
efficiency for organization success. In addition, this employee will serve as
the organization’s receptionist.
Responsibilities and
Activities
Reception and
Administrative functions
• Manage the Kenya front office, direct all visitors and adhere to front office
security and safety procedures.
• Manage incoming and outgoing correspondences coming through the reception,
open and date-stamp all
general correspondence
• Responsible for monitoring the functioning of fixed telephone lines and
extensions and report breakdowns
and faulty lines
• Monitoring the correct functioning of the security doors and proper image and
condition of the reception
area and conference room.
• Receiving and screening all incoming visitors in accordance with CMMB
security procedures.
• Receive mail/parcels delivered to the program, record in the mail register
and distribute to the appropriate
addressees.
• Coordinate collections and delivery of mail/parcels by courier service.
• Prepare internal telephone directory and ensure it is always up to date.
• Support the procurement and logistics officer in establishing detailed
requirements for office supplies,
equipment and other goods required for workshops and meetings
• Support in preparing payment requests for all purchases of goods and
services, review and ensure all
supporting documents including contracts are attached.
• Support in coordinating travel and accommodation for project staff,
volunteers and visitors by making
relevant travel arrangements and hotel bookings.
• Facilitate day-to-day activities such as meetings, conferences, special
events and appointments, to include
making catering/clean up arrangements, facilitating conference calls and
setting up presentations.
• Manage taxi requests for staff including processing payments to vendors.
Country Director’s Office
• Manage the Country Director’s filling system and ensure prompt retrieval of
required documents and
information on need basis.
• Timely manage the Country Director’s events/appointments to ensure efficiency
and effectiveness in
honouring the same.
• Follow up on other miscellaneous duties assigned from time to time by the
Country Director.
Asset Management
• Ensure assets are assigned stock numbers, bar-coded and tagged as per CMMB
guidelines.
• Plan for and support the periodic physical inventories of office equipment to
ensure accuracy of serial
numbers, stock descriptions, net total on hand and exact location of property.
• Submit reports on physical inventories to the supervisor on a monthly basis,
and reconcile these records
with the General Ledger.
• Managing and maintaining a comprehensive electronic database of expendable
and non-expendable
property; enter data on all incoming expendable and non-expendable property,
acquisitions, disposals,
transfers, deletions, and corrections.
• Compile records of assets for insurance, ensuring the relevant classes of
insurance are obtained for assets
held, including liaising with the insurers on acquisitions, refunds on
disposals and lodging claims on losses.
• Collaborate in the sale of non-expendable property declared surplus or
unserviceable and in the
destruction of property.
• Maintain records of all assets owned by the Country Office, assignment
records to staff and partners,
sales, donations, destructions and write-offs approved by the Country Director.
Petty Cash Management
• Manage the petty cash funds in both USD and KSHS currencies as outlined in
the policy.
• Ensure the safe provided is always placed in a secure place under lock and
key
• Record daily disbursements and cash counts from OCH in the excel worksheets
provided.
• Initiate replenishment for the petty cash when it reaches a level of 75% to
ensure consistent availability of
funds.
IT Support
• Liaise with New York IT department or contracted vendors to ensure that all
laptops/computers are to be
used configured and prepared for use.
• Act as the first point of contact for all staff in any IT related issue.
• Ensure all CMMB new staff, interns and volunteers take IT security training.
• Follow-up with all CMMB staff who have not completed assigned security
training within 30 days.
• Ensure all IT policies (existing/new) are posted online (intranet) and
follow-up with all CMMB staff to ensure
they read and sign the policies
• Email envisaged monthly IT newsletter to CMMB staff
Other competencies relevant for the position:
• Demonstrates good oral and communication skills.
• Strong organizational skills and ability to lead and plan effectively.
• Good Interpersonal relations skills
• Good computer skills
• Self-motivated person able to work with minimum supervision
• Ability to safeguard confidentiality of information
• Strong analytical and problem-solving skills (resolve problems or recommend
solutions to supervisor).
• Ability to plan, organize and prioritize work.
Qualifications:
1. Degree in Business Administration with professional qualifications in
Customer Care or Public Relations
2. Knowledge of telephone/ communication systems, Microsoft Office Applications
and Asset Management.
3. Experience in PABX system, strong interpersonal and communication skills.
Good writing skills. Good
organizational and analytical skills with attention to detail.
4. Ability to maintain confidentiality and treat people fairly and equitably.
How to Apply
Visit our careers page
for more information and click here
All applications must be received by 22nd April 2022
Note: Only Shortlisted candidates will be contacted.
