Title: Assistant Administrative Officer
Location: Nairobi
Job Description
Ananda Marga Universal Relief Team (AMURT) is a voluntary charitable nongovernmental organization, registered in Kenya as a non-profit organization in 1993. AMURT has implemented over 22 projects countrywide and has supported and worked with local communities, local administration and organizations offering development services. AMURT’s focus areas are emergency relief, OVC support, education, health care, income generation and capacity building, HIV/AIDS, MNCH, TB control, Nutrition, WASH and Non-Communicable Diseases (NCD) in 9 counties. AMURT is located in Central region, Nyanza region, Samburu County and Coastal region of Kenya.
AMURT recently won an
award for KENYA HEALTH PARTNERSHIPS FOR QUALITY SERVICES
(KHPQS)-OVC/DREAMS program, dabbed Tujitegemee
project and seeks to recruit the following positions based
in Mombasa and Kilifi Counties.
Responsibilities
- Provide
overall assistance to ensure effective administrative, human resource and
logistic support is the project team.
- Support
the Deputy chief of party in smooth running of Kilifi office operations.
- Maintain
professional communication externally and internally.
- Support
the Admin Officer in coordinating Human resource issues for Kilifi team.
- Ensure
smooth operation of the office by ensuring the working environment is
conducive and that all essential service is provided on office
requirements, services provision on internet, cleaning, security,
utilities and other needs as per contractual obligations
- Coordinate
planning for meetings and facilitation in a timely manner.
- Answer
and direct phone calls, maintain contact list
- Organize
and schedule meetings and appointments
- Produce
and distribute correspondence memos, letters, faxes and forms
- Assist
in the preparation of regularly scheduled reports
- Develop
and maintain a filing system
- Ensure
operation of equipment by completing preventive maintenance requirements;
calling for repairs; maintaining equipment inventories; evaluating new
equipment and techniques
- Maintain
supplies inventory by checking stock to determine inventory level; anticipating
needed supplies; placing and expediting orders for supplies; verifying
receipt of supplies
- Contribute
to team effort by accomplishing related results as needed
- Organize
travel arrangements by maintaining weekly travel plans
- Cover
the reception desk when required
- Maintain
computer and manual filing systems
- Handle
sensitive information in a confidential manner
- Take
accurate minutes of meetings
- Coordinate
office procedures
- Reply
to email, telephone or face to face enquiries
- Develop
and update administrative systems to make them more efficient
- Resolve
administrative problems
- Coordinate
all procurements requests for the program by ensuring they are timely done
and submitted for processing, approvals and delivered on time
- Keep
custody of office administrative documents including minutes by
maintaining all necessary office records and timely sharing them with the
relevant teams when required
- Coordinate
office assets, receipts, recording, repairs and periodical verification
and maintenance of the register
- Track
administrative timelines to ensure all agreements are renewed in good time
as appropriate.
Qualifications
- Bachelor’s
degree in Business Administration or Business Management or relevant
degree.
- Proven
experience working of at least 3 years in an office environment supporting
Human Resource, Procurement and logistics
- Experience
supporting large donor funded project is an advantage
- Proficiency
in all Microsoft Office applications.
- Working
knowledge of business management.
- Excellent
organizational and communication skills.
- Exceptional
customer service skills.
- Experience
using MS Windows and MS Office packages (Excel, Word, PowerPoint).
External: Representatives of the GOK, other consortium members, LIPs,
other stakeholders including service providers.
Disclaimer: This job description is not an exhaustive list of the skill,
effort, duties, and responsibilities associated with the position.
How to apply
All applicants should
urgently email a letter of application, CV, certificates and relevant
testimonials to jobs@amurtafrica.org by 11th
April 2021 indicating current and expected Salary.
Candidates should clearly indicate the position applied for and its Reference
number as the email subject. Interview will be done on a rolling basis
and Only short listed candidates will be
contacted. Canvassing will result to automatic disqualification.
“AMURT is an equal opportunity employer and is committed to child
safe guarding.”