Administrative Assistant Job in Kenya

Vacancy: Program Administrative Assistant

Ref: ACT/PAA/10/2015
Act Change Transform (Act!) is a leading Kenyan not-for-profit, non-governmental organization involved in diverse development initiatives in Kenya. 

Act!’s main programme focus is in Environment and Natural Resources Management; Democracy and Human Rights; and Peace Building and Conflict Transformation. 

Our holistic approach to development is delivered through capacity development and grants management.
The Need: Act! is seeking to recruit a Program Administrative Assistant to assist it’s various program activities. 

The Program Administrative Assistant will serve as the focal point administrative coordination of program/project implementation activities, involving extensive liaison with departmental units to initiate requests, process and follow-up on administrative actions within programs.
Key Responsibilities:
Specifically, the Program Administrative Assistant will be responsible for but not limited to:
Information and Documentation
  • Focal point person in sending key communication to partners and confirmation of responses where required e.g. workshop attendance confirmations, received program reports.
  • Backstop the programs information management, including documentation, correspondence and follow-ups.
  • Serve as the central focal person for the program coordinating team. This will include managing documentation arising from all coordination meetings and making follow-up on the implementation of such actions.
  • Take minutes of key meetings and document all proceedings of project planning meetings and any other program related meetings as directed by the program manager.
  • Establish and maintain an easily accessible and user friendly document retrieval system for the project’s materials which include but not limited to Power Point Slides, project documents, trip reports, consultants reports, evaluation forms, minutes of meetings and other training materials used in various activities.
  • Establish and maintain key partner contacts database and e-mail list serve.
Take lead in providing timely and accurate logistical support to activities in relation to;
  • Collating hotel, transport and stationary requests for the programs.
  • Assist in organizing workshop /events and sourcing appropriate venues.
  • Assist in organizing materials and equipment required for workshop / events.
  • Computing processing participants per diem.
  • Workshop/ Training on site logistical support where required.
  • Perform any other responsibilities as may be delegated from to time to time by the PM.
Required Skills, Experience & Personal Attributes
  • Diploma in Administration or related field.
  • At least Two (2) years relevant experience in program administration or similar assignments.
  • Ability to work as an effective team member in a complex and fast paced environment.
  • Strong organizational and coordination skills.
  • Ability to multi-task and follow-on tasks to completion.
  • Good interpersonal and analytical skills.
  • Highly proficient in MS Word, Excel, Access, Power-Point applications.
How to Apply
If you meet the requirements as contained in the job description, please submit 

(1) a detailed and current CV; 

(2) an application cover letter demonstrating why you qualify for this opportunity, quoting your current and expected gross salary and three referees including their most current contact details. 

All applications should be submitted electronically to quoting the reference number (ACT/PAA/10/2015). 

Only shortlisted applicants will be contacted.