Administrative Assistant
LVCT Health is an
established Kenyan NGO that is renowned for its implementation of HIV and
health programs at scale in Kenya. Through its vision of Healthy
Empowered Communities, LVCT Health is a leader in the design
and implementation of innovative HIV prevention and treatment approaches,
sexual and reproductive health rights (SRHR) and Sexual and Gender Based
Violence (SGBV) prevention programs reaching the most vulnerable populations.
The organization works with governments and other stakeholders at national and
county levels.
LVCT Health is the prime partner of The USAID Stawisha Pwani, which is a 5-year program funded by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the US Agency for International Development (USAID) to increase the use of quality county-led health services in Kilifi, Kwale, Mombasa and Taita Taveta Counties. The aim of the program is to strengthen county health systems with a focus on HIV Prevention & Treatment, Family Planning, Reproductive, Maternal, Child and Adolescent Health (FP/ RMNCAH) and Nutrition. The program objectives are:
- Increased
demand for and access to quality HIV prevention services.
- Increased
demand for and access to quality HIV treatment services.
- Use
of quality FP, Reproductive, Maternal, New-born, Child & Adolescent
Health and Nutrition Services (FP/RMNCAH).
- Strengthened
capacity of county health systems, local partners and communities to
deliver quality health services.
We are looking for a
dynamic well qualified and motivated individual to join our great team by
filling the following vacant position:
POSITION: Administrative
Assistant |
AA/LVCT/11/2022 |
REPORTING TO: Senior
Human Resources & Admin. Officer |
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COUNTIES: Mombasa |
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JOB PURPOSE |
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To
manage the main reception are and support in administration services. |
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Duties & Responsibilities
- Serve
as the face of the organization at the front office.
- Manage
all incoming and outgoing mails, both physical and electronic and
directing them to the appropriate persons in a timely fashion in a timely
manner.
- Deal
with enquiries and correspondence; routing to the relevant/appropriate
member of staff
- Takes
lead in identifying any required additional office/program space
- Ensure
hospitality is accorded to visitors and partners visiting the office.
- Coordinate
all travel arrangements and logistics for the organization – bookings,
transportation, etc.
- Ensure
that the office space, fixtures and furniture are in good condition and
report any anomalies to the head of management or designated supervisor.
- Maintain
office machines i.e. the telephone system and the photocopier.
- Provides
leadership on provision of administrative support to activities being
undertaken in the office including overseeing provision of refreshment,
booking and allocation of meeting rooms and work stations for visitors.
- Manage
and monitor quality of services by administration contracted vendors ensuring
satisfactory and efficient services to the users within the terms of the
Service contracts and rates.
- Ensure
that the Project has acquired all necessary statutory licenses and that
they are valid at all times.
- Manages
the Service contracts that supports the office operations functions.
- Ensures
the operations are compliant with the laid down standing operating
procedures and other underlying policies.
- Maintain
adequate and optimal office supplies (kitchen & stationery), ensuring
prompt and timely replenishment on a monthly or quarterly basis to avoid
any stock outs including maintenance of the issuance and receipts records
in the prescribed monitoring records thereof.
- Ensures
the office is properly opened and locked up at commencement and close of
business of each day respectively.
- Record
keeping and filing documents.
- Oversee
maintenance of general cleanliness
Qualifications
- Diploma
or Degree in Business Administration, Secretarial studies or a related
Course.
- Minimum
2 years’ experience in similar role
- Good
Public relations and communication skills.
- Able
to listen, be flexible and multi-task.
How to Apply
Interested and qualified
candidates are invited to submit their applications and CV along with a cover
letter expressing interest and indicating Salary history and expectations to recruitment@lvcthealth.org . The position applied
for and reference number should be clearly indicated on the subject line and
cover letter.
The closing date is 2nd December, 2022.
Only short-listed candidates will be contacted. LVCT Health is an equal opportunity
employer. Please visit our website www.lvcthealth.org for more information about the
organization.
LVCT Health DOES
NOT CHARGE any fee whatsoever in any part of the
recruitment process.
LVCT Health is committed to preventing unwanted behaviour at work,
including sexual harassment, exploitation and abuse, stigma and discrimination
of individuals of various diversity, lack of integrity and financial
misconduct. LVCT Health expects all staff and volunteers to share this
commitment. Failure to adhere will result in disciplinary action.