Job Title: Administrative Assistant
Hiring Organization: Lutheran
World Federation
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/22/2024
Unit
Summary
This
position combines expertise in administrative work with facilities management
responsibilities and ensuring the smooth operation of teachers’ compounds, main
offices, accommodations, and cleaning services for LWF Dadaab area Program.
Overall purpose/Broad function
The
administrative assistant will ensure organization’s office activities run
smoothly and efficiently with the primary goals being to direct and supervise
the support services of the organization thus facilitate successful outcomes.
The incumbent will conduct his or her duties in respect of the LWF Charter on
Child Safeguarding Policy and against Sexual Exploitation and Abuse Policy.
Key
duties and responsibilities
- Maintain
the R&R schedule and maintain leave tracking to ensure complete
documentation for movement at all times for Dadaab based staff.
- Maintain
and update all administration files and general records in an organized
manner for easy information and record retrieval.
- Assist
in organizing and coordinating logistical arrangements pertaining to
various events such as meetings, briefings and work related
travel/accommodation and attend meetings.
- Ensures
that office premises, furniture and equipment are properly managed and
maintained in liaison with the Logistics Officer.
- Request
for supplies (office and accommodation) i.e. stationeries, consumables,
linen, toiletries and cleaning material on time, distribute to
staff/outsourcing company and track usage
- Assists
with completion of necessary reports or compilation of information as
requested.
- Ensures
that office premises, furniture and equipment are properly managed and
maintained in liaison with the Logistics Officer.
- Co-ordination
of cafeteria and supervision of the staff at the cafeteria to ensure
cleanliness in the kitchen and ensuring all kitchen staff have met the set
criteria to operate in the kitchen and have food handler’s certificates.
- Request
for food supplies and ensuring that sufficient food has been ordered and
supplied promptly to the different camps on time and in the required
quantities.
- Receive
invoices and review for accuracy before onward ensure that sufficient food
has been ordered and supplied promptly to the different camps on time and
in the required quantities.
- Travel
& Accommodation co-ordination arrangement and key contact person for
flight bookings for Dadaab based staff in liaison with Nairobi office.
- Perform
clerical duties
- Coordination
of accommodation booking in for visitors in Dadaab and ensure they are
invoiced for payments.
- Oversee
general compound maintenance across the residential compounds. (Plumbing,
Carpentry and Electrical)
Supervisory
responsibilities
- Oversee
cleaning staff and follow up on the general compound cleanliness, hygiene,
and services provided to ensure common staff areas and cleanliness levels
are well adhered to
- Participate
in induction and orientation of new staffs that joins the organization on
how they interact with Organization’s facilities.
Education/Professional
Designations/Experience:
- Minimum
of a Diploma in Business Administration, Human Resource or related field
from a recognized Institution. A Bachelor’s Degree will be an added
advantage
- At
least 3 years’ experience in an administrative role.
- Other
Specific Skill Requirements:
- Knowledge
of health and safety regulations and best practices in facilities
management.
- Strong
emphasis on accuracy and details
- Ability
to handle multiple projects simultaneously to meet goals and deadlines
- Proficient
in Microsoft Office programs, such as Excel
- Good
time management and organizational skills
- Basic
mathematical knowledge
- Strong
organizational skills, attention to detail, and the ability to multitask
effectively.
- Excellent
communication and interpersonal skills for coordinating with staff,
contractors, and vendors.
- Problem-solving
mindset and the ability to make decisions under pressure.
- Proficiency
in using computer applications and maintenance management software.
Success
Factors:
- A
clear understanding of the facilities operations(SOPs) and following the
right procedure when receiving, asset & facilities management and also
ability to enforce compliance with LWF World Service and donor policies
and procedures
- High
level of dependability and productivity at the work place
- Excellent
problem solving and decision-making skills
- A
demonstrated ability to work well as a team player with high degree of
initiative, flexibility and tolerance
- A
demonstrated ability to work quickly and accurately, meet deadlines and
process information
- High
level of accountability, honesty, transparency and professional integrity
- Promoting
team work within the organization while working with other colleagues.
