HelpAge International (HelpAge) is a
global network of not-for-profit organisations with a vision of a world where
older people fulfill their potential to lead active, dignified, healthy and
secure lives
To facilitate this and in service to the older people, HelpAge East, West and Central Africa(EWCA) Regional Office seeks to fill in the vacancy of an Administrative Assistant.
Job Title: Administrative Assistant (AA)
Department: Finance & Administration
Location: Nairobi, Kenya
Responsible To: Senior Administrative Officer (SAO)
Supervises: Office Assistant, Groundsman
Relations with Others: Providing support to both Regional Office and HelpAge International in Kenya staff and external parties.
Purpose: The Administrative Assistant provides support to
Regional Office (EWCARO) team by receiving all in-coming calls and re-directing
them appropriately, directing visitors, ordering/receiving supplies from
vendors and ensuring free flow of communication between staff and external
parties.
Duties and Responsibilities:
1.1 Reception
- Manage the front office i.e. guide visitors
and refer visitors to the relevant ARDC staff, professionally, recognising
that the reception is the first point of contact between visitors and
HelpAge.
- Manage the Switchboard by making, answering
and directing calls to the appropriate recipients.
- Receive and re-direct all mails to relevant
staff after opening and stamping them with official stamp and date
- Assist with making appointments with partners,
suppliers and other third parties on behalf of staff
- Help in procuring and receiving goods and sign
delivery notes on behalf of ARDC.
- Monitor all telephone lines, report problems
to the appropriate service provider to ensure problems are resolved in the
shortest possible time.
- Forward a consolidated telephone report to all
staff every month for the purpose of billing and recovering personal
calls.
- Maintain an updated internal and external
telephone directory.
1.2 Logistics
- Sourcing for hotel accommodation, flights and
goods quotations ensuring value for money.
- Send suppliers invitation to bids, receive and
analyse bids and process procurement documentation.
- Update procurement order status reports.
- Make travel arrangements for Regional/Kenya
staff and Consultants, including international flights and flights to the
field.
- Coordination of workshops/conferences.
- Ensure participants are well informed of
travel arrangements, visa requirements, security, picking and dropping.
- Keep a record for all Regional/Kenya staff and
workshop participants to and out of Kenya.
1.3 Others
- Attend and takes minutes of meetings.
- Maintenance and booking of Board-room and
errands book and communicate to the logistics team
- Any others duties that may be assigned by line
manager
Person Specification:
Essential:
- Good working knowledge of computer packages
including word processing, and database packages.
- Ability to work independently and make good
decisions with minimum supervision.
- Good PR, tactful, courteous and accommodating
- Excellent command of English and Kiswahili
both written and oral
- Must be a good team player and sensitive to Diversity
Experience:
- At least 3 years working experience in an
administrative position
Knowledge/Skills:
- Strong interpersonal and communication skills.
- Good planning, negotiation and organization
skills
- Good organizational and time management skills
and ability to prioritize tasks.
Education Criteria:
- ‘O’ level Education
- Diploma in business management or related
field
Desirable:
- Previous experience in a NGO setting
- Culturally sensitive, good public relations
and flexible
To apply for this position, please send
an updated CV and covering letter by 2nd January, 2015 explaining how you meet
the criteria for the role to:
Regional Human Resource Coordinator
HelpAge International
Africa Regional Development Centre,
P.O. Box 14888 - 00800
Westlands, Nairobi
Email: jobs.ewca@helpage.org
Regional Human Resource Coordinator
HelpAge International
Africa Regional Development Centre,
P.O. Box 14888 - 00800
Westlands, Nairobi
Email: jobs.ewca@helpage.org