ACDI / VOCA
Vacancy Advertisement: Reception & Admin Assistant
The Reception and Admin Assistant will be the first point of
contact for the organization, responsible for receiving visitors and delivering
exceptional assistance both to internal and external customers.
The position also includes performing administrative duties as
outlined below.
The position will be based in Nairobi
Duties and
Responsibilities:
· Provide general information about the organization to the visitors. Receive and direct visitors accordingly.
· Fielding telephone calls
and manning the reception as well as keeping the reception area neat and tidy.
Assist in overseeing office cleaners property maintenance duties.
· Responsible for managing
stationery, issuing to staff, maintaining an updated record and replenishing
the stock.
· Responsible for kitchen
supplies, issuing to kitchen staff, maintaining an updated record and
replenishing the stock.
· Assist the Operations
and in arranging events that take place in Nairobi or its environs. Backstops
in for the Logistics Coordinator in her absence
· Prepare payments for
recurring/monthly bills like security, cleaning services, rent, telephone,
stationery and submit the same to finance for settlement. Maintain a
calendar/tracker for monthly bill and ensure they are settled timely.
· Carry our debtor’s
reconciliation with the assistance of the Finance team to ascertain unpaid
invoices and resolve reconciling amounts.
· Prepare Purchase
Requisitions for miscellaneous items as needed and assist with preparation of
day to day procurement documentation as needed.
· Act as the contact
person between the mobile telephone service provider and staff on issues
related to their official phone lines.
· Prepare Goods Received
Notes for all items received in the office except office and kitchen supplies.
· Maintain adequate Petty
Cash and liquidate the balance when replenishment is required. Perform cash
counts on a regular basis and report the balances to the Finance Manager.
· Prepare timely payment
documentation for staff contracted on a short term or temporary basis.
· Assist with payment
documentation for staff health and life insurance as additions and deductions
occur.
· Track and update the
long-term procurement contracts to ensure that the procurement team are alerted
a months before expiry of agreements. Assist in preparation of contract
modifications as needed.
· Assist in construction
prequalification, tendering and award process. Support the team in receiving
and registering EOIs and tender documents as well as capturing relevant
information for analysis before the contractors are awarded.as needed
· Ensures all documents
actioned on are saved on SharePoint on a regular basis.
Skills / Qualifications:
· Degree in Business
Management or its equivalent from a recognized Institution.
· Minimum of two years as
Admin Assistant/Receptionist with at least 1 year in INGO set up.
· Basic knowledge of USAID
policy and procedures will be an added advantage
· Client oriented service
skills
· Good knowledge of
Computer applications, MS Office packages etc.
Preferred skills
· Excellent Communications
and interpersonal skills
· Excellent Organizing and
planning skills with attention to detail
· Creativity and
problem-solving skills
How to Apply
If you meet the requirements mentioned above, please send your
application and detailed CV to HRKenya@acdivoca.org to reach us by latest 25th
November 2022.
Please note only shortlisted applicants will be contacted.
ACDI/VOCA is an equal opportunity employer.
