Vacant Position: Administrative
Assistant (Admin)
Duration: 1 (One) year Contract (Renewable)
Starting date: Immediately
Reporting to: Executive Director
Our client The Federation of East
African Freight Forwarders Associations (FEAFFA) is a regional private sector
apex body of the Customs Agents and Freight Forwarding (CFA) industry in East
Africa representing over 2500 CFA firms.
The current members of the Federation
include;
·
Association Burundaise des Agences en
Douane et Transitaires (ABADT)
·
Kenya International Freight &
Warehousing Association (KIFWA)
·
Rwanda Freight Forwarders Association
(RWAFFA)
·
Tanzania Freight Forwarders
Association (TAFFA)
·
Uganda Freight Forwarders Association
(UFFA)
·
Zanzibar Freight Forwarders Bureau
(ZFB)
The Federation aims at promoting a
professional freight logistics industry for trade facilitation and regional
economic growth.
FEAFFA strives to address the
challenges experienced by its members at Association, firm and now individual
levels through provision of training and other aspects of capacity building.
The Federation advocates for the
removal of barriers that impede the full implementation of the East African
Community (EAC) Customs Union.
FEAFFA works closely with the East
African Revenue Authorities (EARAs) and the EAC Directorate of Customs and
several development partners among TradeMark East Africa (TMEA), USAID, JICA,
FHI360, Business Advocacy Fund (BAF) and the Commonwealth Secretariat.
The Federation also collaborates with
COMESA, the African Union Commission, Transport Corridor Coordination
authorities and other private sector organizations in East Africa.
FEAFFA seeks to hire a suitably
qualified person for the position of Administrative Assistant.
Responsibilities
The position will have a primary role
in administration and a supporting role in accounting.
Administrative Roles
·
Providing the Executive Directors
office with administrative and logistical support related to smooth running of
the ED’s office and the entire organization.
·
Providing full range of office
administrative and clerical work, including but not limited to filing returns
and renewing licenses, handling calls and emails, maintaining contact lists,
printing, photocopying and scanning.
·
Maintaining computerized and manual
filing systems
·
Managing the front office including
among others handling of visitors and clients; directing them to relevant
persons and handling correspondences.
·
Planning and coordinating meetings,
seminars, workshops and related activities.
·
Documentation such as preparing general
correspondences, memos, taking minutes of internal and external meetings as
necessary
·
Organizing travel logistics such as
booking flights and scheduling taxis for all FEAFFA projects
·
Inventory tracking
·
Supporting the Human Resource
function of the organization by ensuring timely submission of timesheets,
dispatch of pay slips and maintaining employee files.
·
Supervising the office assistant
·
Any other duties as may be assigned
from time to time.
Accounting Roles
·
Managing petty cash
·
Supporting preparation of
organizational budgets
·
Supporting preparation of comparative
reports against actual
·
Supporting booking keeping process
Skills Required
·
Knowledge of office management
systems and procedures
·
Proficiency in MS Office
·
Strong organization and interpersonal
skills
·
Excellent verbal and written
communications skills including command of the English language
·
Must be independent and be able to
work proactively
·
Basic accounting skills
·
Great attitude, open to learning,
self-driven/starter and customer focus
Qualifications
·
Minimum of a Diploma in Business
Management, Administrative or Secretarial studies, Office Management from a
recognized institution.
·
At least three years working
experience in a similar or related position preferably in the private sector,
CSO, and/or development agencies.
·
Knowledge of the transport and
freight logistics sector in East Africa will be added advantage.
Application Guidelines
This position is open to citizens of
EAC
Interested candidates should submit
their application by 8th November 2019, 1700 hours, Kenya Time to hr@feaffa.com
with the subject title (Application for the position of Administrative
Assistant).
All documents should be merged into
one PDF document
Submissions should only contain:
·
1-Page cover letter
·
Detailed CV
·
Copies of academic and professional
certificates
