Job Title: Administrative Associate
Hiring Organization: Amref
Kenya
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Healthcare
Job Type: Full
Time
Salary: KES
Date Posted: 04/28/2024
About Amref KenyaAmref Health Africa in Kenya is the country
programme office of Amref Health Africa, Africa’s largest International Health
NGO. This is the largest and oldest country programme in Africa with an average
annual budget of USD 40million. We have 19 innovative products and project
models that have successfully been implemented and transformed 5.4 million
lives.
Main Purpose Of Job
To provide administrative support by ensuring effective
coordination, planning and monitoring of office administration, logistics
reporting and communication. The Project Administrative Associate reports to
the Project Officer
Key Responsibilities
Administrative
- Provide
comprehensive administrative support to the project team at the office and
in field activities.
Finance
- Support
financial processes, as per relevant Amref policies, to support project
implementation. This includes:
- Procurement
process to completion, including processing of invoices.
- Management of
field activity advances to completion.
- Managing office
float and requisition of office consumables.
Reception
- Receives all
visitors and acts as the first point of reference for all enquiries for
the project.
Planning
- Coordinates the
project calendar of events with the relevant offices both internal and external.
These are both annual planning and ad hoc planning of activities and
project work plan.
Organising
- Manages the
execution of events including meetings workshops and other work-related
gatherings within the project.
Reporting
- In charge of
compilation processing and distribution of a variety of reports including
minutes of various meetings, programme monthly, quarterly and annual
reports
- Maintain the
reporting schedule and send reminders of deadlines to report owners
Information management
- Develop and
maintain relevant databases and filing systems for optimal management of
information and contacts for the project.
Custodian of project assets
- Maintaining an
updated inventory at all times.
- Ensures
compliance with maintenance/servicing schedules for all project assets.
Supervision
- Supervises
programme support staff: drivers, messengers, cleaners.
Transport
- Programme
logistics including local transport for staff, managers, outreach
specialists and visitors, air tickets and taxis.
- Hotel and flight
bookings
- Support field
work activities as per team needs for additional support.
Education; Knowledge and skills
- Degree in
Business Management/Administration
Relevant certifications
- Minimum of 1-3
years’ work experience in a high-engagement administrative role,
preferably at Amref Kenya
- Excellent
writing and oral communication skills
- Good
interpersonal skills and versatility
- Proficient
knowledge of MS Office (Word, Excel, PowerPoint, and Outlook)
Competencies
- Strong
interpersonal skills
- Attention to
detail and a high level of accuracy in all work
- Excellent
organizational and time management skills, with the ability to prioritize
tasks and meet deadlines
- Discretion and
professionalism when dealing with sensitive information
- Self-driven
professional
Environmental Conditions
- Corporate
Policies, Systems, Procedures and Methods
- The job requires
a comprehensive knowledge of Amref Health Africa’s finance and procurement
policies and procedures
Work Environment
- Normal office
environment at the workstation
- A positive work
environment that ensures psychological safety.
- Open
collaboration with the project team in order to achieve project goals.
- Field work
support in remote project sites with basic amenities.
- Regular
consultation with the team to ensure smooth project implementation.
- Organize social
events to enhance team work
Hours of Work
38 hours per week, Monday to Thursday official working hours from
8.00am to 5.00pm with one (1) hour lunch break from 1pm to 2pm. Friday official
working hours from 8.00am to 2.00pm.
Job holder may occasionally be required outside normal working hours due to
unique circumstances.