Administrative Assistant Job in Kenya

Job Description

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

PATH is seeking an Administrative Assistant who will be accountable for performing quality, efficient and hands-on administrative services with the supervision of the Senior Administrative Assistant.

This position will be based in Nairobi.

Responsibilities:

Responsible for front office security ensuring all guests are logged.
Manage and track office stationery and kitchen supplies.
Responsible for processing travel and accommodation requests as needed.
Responsible for registration of Stationery, Office supplies, travel, and hotel Invoices in Business World while ensuring prompt payment of bills.
Ensure that the PATH travel policy is applied in the execution of day-to-day tasks.
Participate in regular meetings with service providers to review the progress.
Assist with planning workshops, trainings, and other events.
Prepare a weekly schedule of PATH travelers (incoming and outgoing). Work closely with Senior Admin Assistant for accurate information sharing.
Assist with scheduling travel and vehicles for Nairobi-based staff.
Assist with the tracking and updating of PATH asset database.
Assist with following up with vendors on equipment that go for warranty checks and repairs.
Handle incoming and outgoing mail including courier services; prepare mail labels for outgoing mail, log in and stamp incoming & outgoing mail appropriately.
Maintain the appearance of the lobby/reception area.
Update PATH staff contact lists.
Schedule and monitor regular service of water dispensers.
Answer telephone calls, take messages, and ensure staff receives messages in a timely fashion.
Support with document preparation such as typing, photocopying, and scanning as assigned.
Receive documents and other deliveries for the office, ensuring that these are distributed to respective addressees.
In the absence of the Senior Administrative Assistant, allot seating space to visitors who require to work from the PATH Kenya office.

Required Experience

Bachelor’s degree in Business Administration or related qualification with at least three years of experience in a busy office environment.
Knowledge of Administrative Assistant roles, Finance practices, and procedures.
Ability to understand and follow complex oral and written instructions and establish and maintain good working relationships with officials, other employees, and the general public.
Ability to perform a variety of important urgent, confidential, and complex tasks with constantly changing priorities for the Administrative and sometimes management staff.
Excellent oral communication and cohesive interpersonal skills, with the ability to work under pressure and deal with people of varied orientations.
Considerable skill in the operation of a computer. Proficiency in all Microsoft Office programs. Excellent analytical skills, high attention to detail
Ability to establish and maintain office records and files, interpret rules and regulations, and apply them to work situations.
Dynamic, Creative & innovative person with considerable tact and poise.
Have self-drive and motivation.
Strong time-management and organizational skills