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.
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.
Duties and Responsibilities
Manage administrative duties.
Support in Secretarial 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.
Requirements:
- 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
angeline@therecruitmenthub.co.ke
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