Administrative Assistant
Action Africa Help International (AAH-I) is a regional African-led non-governmental organisation that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living. With Country Programmes in South Sudan, Kenya, Somalia, Uganda, Zambia, and Ethiopia. AAH-I has over 30 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities. More recently AAH-I has expanded its activities to work with other marginalized communities, including pastoralists and people living in informal urban settlements.
Purpose of the role:
The Admin Assistant will support in day to day administration
tasks. He/she will report to the Project Coordinator and work in coordination
with other Administration focal point persons in the country offices as
required. S/he will ensure the efficient day-to-day operation of the office,
and support the work of management and other project staff. S/he should be
available to start immediately.
Duties & Responsibilities
Reception
- Answer general phone inquiries using a professional
and courteous manner Direct phone inquiries to the appropriate staff
members
- Reply to general information requests with the
accurate information
- Greet clients/suppliers/visitors to the organization
in a professional and friendly manner
Office Administration
- Sort incoming mail and courier deliveries for
distribution Prepare and send outgoing mail, and courier parcels
- Forward incoming general e-mails and calls to the
appropriate staff member
- Purchase, receive and store the office supplies
ensuring that basic supplies are always available
- Code and file material according to the established
procedures Back-up electronic files using proper procedures
- Provide secretarial and administrative support to
management and other project staff Make travel/flight bookings, meeting
and other arrangements for various project staff Coordinate the maintenance
of office equipment. i.e. Printers
Procurement
- Assist the Administration Officer with sourcing for
quotes as requested
- Assist the Administration Officer coordinating with
suppliers to ensure correct and timely delivery of goods and services
- Collecting quotes, bids and proposal and forwarding
them to the administration officer for evaluation
- Maintaining a proper filling system according to
established records management procedures.
- Receiving the approved requisitions and checking if
it’s of the right specifications as directed by the user requirements.
- Process accounts payable ensuring timeliness and
accuracy of information.
- Process accounts receivable ensuring timeliness,
accuracy of codes and appropriate backup.
- Assist with proper documentation and maintenance of
all supply documents including invoices and delivery note awaiting
payment.
- Administer office petty cash according to
established procedures. Preparations of various information/ reports as
may be requested.
Hotel and flight bookings
- Responsible for making hotel bookings for guests and
meetings as required Coordinate the booking of tickets for staff
travelling
- Working with taxi company to organise for airport
transfers etc
Occupational Health and Safety.
- Carry out health and safety inspections at the work
place; Serve on the appropriate health and safety committee;
- Bring to the attention of management any deviations
of health and safety issues that come to your attention;
- Conduct induction for new employees on health and
safety at work place; Assist with the investigation of incidents at
workplace.
Essential Qualifications, skills and
experience
- Degree or Higher Diploma in Business Management or
related is required. Procurement qualification an added advantage.
- Two years’ office administration/ secretarial
experience including a busy reception desk is required.
- Highly organised and attention to details.
- Knowledge of basic MS Office (email, spread-sheets,
word, databases, job-related software, etc.) is required.
- Team-work and participation. Ability to communicate
clearly.
Desirable Skills
High level of self-supervision and ability to take initiative.
Reporting Skills, Administrative Writing Skills, Managing
Processes and Professionalism. Basic accounting or book keeping skills is
preferred.
Commitment to and understanding of AAH-I’s vision, mission, and
value
Demonstrated strengths in relationship management; able to work
with diverse groups of people in multicultural, team-oriented environment.
How to Apply
Interested candidates should email application letter and CV (with
3 referees) addressed to recruitkenya@actionafricahelp.org to be received by 31st August,
2022. The email Subject Line must show the job title of
the position applied for. AAH-I is an equal-opportunity employer. We thank
candidates for their high interest in the opportunities we publish on our
website. Due to the high number of applications we receive, we will only get
back to shortlisted candidates. This interviews will be done on a
rolling basis and will end once we have the right candidate for the
position.
NB: AAH-I does not charge nor has it
contracted any agency to conduct this recruitment on its behalf