Administration Assistant Job in Kenya - NGO

 Job Title: Administration Assistant

Hiring Organization: CIHEB
Location – Locality: Nairobi
Location – Region: Kenya
Industry: International Health, Education, and Research Center
Job Type: Full Time
Salary: KES Competitive
Date Posted: 10/06/2023

Ciheb is an international health, education, and research center founded by the Institute of Human Virology within the University of Maryland, Baltimore’s School of Medicine. The center is comprised of a network of international experts who work with local stakeholders to combat infectious and non-communicable diseases in resource-limited regions of the world.
Job Summary:

The Admin Assistant will support the County Team Lead by maintaining office systems, ensure organisational support and effectiveness by providing hands-on implementation of action plans.

Primary Responsibilities:

  • Ensure the front office, work stations, common areas, etc. are maintained, kept clean and tidy;
  • Acquire and delineate organized storage space and compartments as necessary for all staff and programs;
  • Manage booking of conference and meeting rooms and ensure the rooms are ready before scheduled use;
  • Managing the office store, issuance of supplies to staff members and all the sites that are supported by the office.
  • Allocate work related tools to staff (phones, computers, desks, stationery) as appropriate to all staff.
  • Maintain a routinely updated register of all fixed assets and consumables.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders and verifying receipts.
  • Adopt and ensure use of acceptable standards and tools for inventory management including asset registers, goods received/dispatch notes, bin cards and goods movement forms; and
  • Receive and tag all items delivered to Ciheb-Kenya and maintain an orderly system of goods storage.
  • Maintain delivery notes/Goods Received register for all supplies received and delivered to the programs.
  • Advice the procurement department on quantities of items in the store and prepare a monthly report reflecting stocks purchased, distributed and replenished.
  • Oversee the cleaning and tidiness of the office, repair works and ensure that all furniture is in good condition;
  • Liaise with procurement to assist in air ticket bookings and accommodation.
  • Receive visitors, answer telephones and transfer calls to the appropriate department or staff member.

Required Qualifications

  • Bachelor’s degree in business administration or other related course
  • At least three (3) years’ experience supporting similar roles
  • Excellent interpersonal and communication skills
  • Good computer skills with proficiency in MS Word and spreadsheet packages
  • Ability to work under pressure

How To Apply

Kindly send your application which includes a cover letter and an updated CV including names of three professional referees to on or before 20th October 2023. Applicants are advised to include the title “ADMINISTRATION ASSISTANT” in the subject line.