THE AECF
Ref. No.AECF/FO/2017/057
Job Title: Administrative
Assistant
Location: Nairobi, Kenya
Reports to: HR &
Administration Manager
Start Date: January 2018
The fund supports innovative commercial
businesses in the agribusiness, renewable energy and adaptation to climate
change technology sectors with the aim of reducing rural poverty, promoting
resilient rural communities and creating jobs through private sector
development.
We invest in businesses that are seen as
“risky” and that struggle to meet traditional risk-return standards for
commercial investors and which offer significant impact on poverty alleviation
by creating jobs and sustainable incomes.
Position Overview: The Administrative
Assistant assists the HR & Administration unit to provide operational and
administrative office support including Travel, Logistics & Events
Management and Procurement support to the AECF Office to ensure smooth office
operations and events management leading to effective travel management and
office operations.
Key Responsibility Areas;
Work requirements and responsibilities will
be guided by the Human Resource & Administration Department’s Policies and
Standard Operating Procedures (SOP) which are reviewed periodically but will
fall broadly in the following Key Responsibility Areas;
·
Work
with the HR & Administration unit to co-ordinate day to day travel and
logistics management and ensure that all travel and logistics complies with
AECF’s travel policy;
·
Facilitate
training for staff on the travel policy and utilization of travel forms;
·
Arrange
hotel bookings as per the AECF Travel policy and guideline;
·
Process
travel authorizations, confirm budgets, get relevant approvals and prepare
travel LPOs’ for verification and signature for assigned departments;
·
Provide
procurement support by sourcing for quotations for purchases within the
assigned threshold for all departments;
·
Ensure
that suppliers travel invoices are received in a timely manner and recorded
into the available system and check invoices from travel agent and certify
accuracy for payment;
·
Confirm
that claims submitted match provided itineraries and follow up reimbursements
where there are deviations;
·
Coordinate
all ticket and accommodation requests for assigned departments;
·
Manage
and maintain travel module system ensuring all entries are accurately and
timely done;
·
Assist
expatriate staff’s relocation by providing logistical support in the process of
accommodation, shipping & customs clearing, vehicle registration &
insuring and obtaining driving license;
·
Follow
up and ensure all AECF events are booked in a timely manner and run smoothly;
Required qualifications and experience:
·
Bachelor’s
degree in any of the business related disciplines;
·
Computer
proficiency and familiarity with a range of software applications including MS
Office;
·
Must
have a minimum of two (2) years of experience in similar role;
·
Strong
organizational skills that reflect ability to perform and prioritize multiple
tasks seamlessly with excellent attention to detail;
·
Demonstrate
strong people management and customer service skills.
·
Demonstrated
proactive approaches to problem-solving with strong decision-making capability;
·
Demonstrated
ability to achieve high performance goals and meet deadlines in a fast paced
environment.
How to Apply
If you believe you can clearly demonstrate
your abilities to meet the relevant criteria for the role, please submit your
application quoting the Job Title and Reference Number on your application
letter, and attach a detailed CV, stating your current position, current and
expected remuneration, e-mail and telephone contacts.
To be considered, your application must be
received by Friday 15th December 2017 addressed
to: recruitment@aecfafrica.org
