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
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