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Administrative Assistant Job in Kenya

Job Title: Administrative Assistant
Department: Finance and Administration
Reference No:TRH6209/16

Job Purpose:
 Our client is seeking to recruit an administrative professional who will assists in general administration of the Association and its related functions, units and structures. 

This post is responsible for providing general administrative duties in support for the membership, staff, partners, clients’ visitors, general public and Association’s matters. 

Duties and Responsibilities
Manage administrative duties.  
Support in Secretarial duties: - 
  • Communicating at all levels effectively as mandated by the supervisor and welcoming visitors in a professional manner.
  • Communicating at all levels effectively and updating Branch members on Association’s activities as mandated.
  • Procurement of the office supplies by establishing supply budgets; select vendors and follow budgetary guidelines.
  • Support in monitoring and maintaining Association’s assets and Inventory.
  • Updating of the membership database
Support Finance and Administration officer role as follow:
  • Prepare payment vouchers, Allowances, as per budget projection.
  • Managing petty cash
  • May act as Association’s Bank Accounts Agent
  • Support in reconciling accounts statements and reports - working in unison with the external accountant/ auditor to ensure the accounting books are in order.
  • Filing of all the office incoming & outgoing correspondences in safe custody.
  • Meeting schedules - Support in the sending out notice and flow of meetings appointments for the Council members and the membership, Council meetings, Sub-committee meetings, AGM meetings, Special meetings as directed by immediate supervisor.
  • Office Management - Managing official incoming and outgoing correspondences, posts, courier services and monthly reports on any given assignment as required.
  • Confidential matters - Ensure the security of Association’s confidential documents i.e. Membership Database Company Seal, Rubberstamps, and Date stamp, Files, Letterhead, Leases, Certificates and MOU’s.
  • Ensure that office furniture and fittings are secure.
  • Maintain all Legal confidential matters and policy procedures.
  • Prepare analysis and interpretation of situations and selection based on best practice from experience in similar situations.
  • Support in composing and editing of internal correspondence and documents; create mail merges and coordinate mass mailings
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Completes projects administration by assigning work to clerical staff and following up on results.
  • Prepares reports by collecting and analyzing information.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Contributes to team effort by accomplishing related results as needed.
  • Maintaining high standard of general cleanliness of the Secretariat and ensuring the office is clean and tidy at all times.
  • Undertake any other duties as assigned.
  • This position requires a well organized, action and result focused, solution rooted person. To be successful in this role, the Administrative Assistant must have a proactive drive, task orientation
  • A high level of English (Both written & spoken) is a must
  • Extrovert personality
  • Organized working style
  • The ability to work both in a team and independently with minimum supervision
Minimum Qualifications
  • Degree in Business Management and Administration, Organizational Development or related fields or Diploma in secretarial studies/ business administration with minimum seven (7) years work experience with track record of high performance
  • Proficient in Ms Office application
  • Fluency in English and Kiswahili languages, with excellent writing skills
  • Additional qualifications in IT or any other field
  • Experience in project is an added advantage.
Experiential Gains:
  • Frequent exposure to problem solving
  • Improvement of administrative and office management skills
  • Interaction with stakeholders, vendors and partnership management
  • Knowledge of the donor agencies, governmental institutions and NGO sector
  • Knowledge about partner financial and funding mechanisms
  • Development of linguistic skills and intercultural competences due to the diverse, multinational environment
  • Work experience for an NGO
Interested and qualified candidates should send their CVs and cover letter to  

Kindly remember to include the reference number in your application

Only shortlisted candidates will be contacted.

Please quote the current and expected remuneration in your application

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