Job Title: Administrative Assistant
Hiring Organization: USAID
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 04/05/2024
Roles and responsibilities
- Support
in reviewing and monitoring of progress of the programme’s activities.
- Support
in coordinating procurement activities within the ERRA Programme.
- Support
in coordinating meetings, workshops and staff activities within the ERRA
Programme.
- Support
in managing the programme’s diary and schedule of activities, including
managing the diary for the country director.
- Support
in ensuring appropriate treatment of assets purchased on behalf of
recipients/partners.
- Support
in maintaining the programme’s filing system.
- Preparation
of administration reports as may be required.
- Corporate
Level Responsibilities
- Apply
the highest standards of controls and risk management practices and
behaviours and embed a positive risk and control culture.
- Demonstrate
prudence, sound judgement and appropriate and timely escalations in the
management of all types of risk (including fraud risk) applicable to my
role.
- Understand
and comply with the relevant end-to-end processes including applicable
risks and controls.
- Seek
to identify, understand and escalate risk events/incidents/ issues on a
timely basis focusing on fixing root causes and taking ownership of
identified mitigating actions.
- Complete
all relevant mandatory training within the stipulated timelines.
- Participate
in regular informal and formal reflection, knowledge sharing and learning
events.
- Document
lessons learned and best practices for knowledge sharing and learning.
- Promote
and adhere to TMA’s core values and ensure compliance with organisational
policies and procedures.
- Maintain
zero tolerance for bribery, fraud and corruption, and ensure the immediate
reporting of any corruption or suspect behaviour that threatens TMA’s
reputation.
- Adhere
to the safeguarding policies and procedures and immediately report any
safeguarding concerns.
- Promote
and adhere to TMA’s core values and ensure compliance with organisational
policies and procedures.
- Maintain
zero tolerance for bribery, fraud and corruption, and ensure the immediate
reporting of any corruption or suspect behaviour that threatens TMA’s
reputation.
- Adhere
to the safeguarding policies and procedures and immediately report any
safeguarding concerns.
- Any
other related responsibilities that may be assigned by the line manager
from time to time.
- Collaborate
with the communication unit to shape and monitor the programme
communication plan in line with
- TMA’s
Corporate Communication Strategy and business plan, and visibility
commitments to funding agencies.
- Effectively
communicate programme progress and results to internal and external
stakeholders and support investors and stakeholders, and TMA’s work
motivates and inspires donors, implementing partners and other
stakeholders.
- Work
closely with other functions including Corporate Affairs and Fundraising,
Results and Impact, CEO’s
- office,
and Regional Outcome areas to ensure that external communications are
developed with maximum impact and delivered against the results calendar
and Corporate strategy guiding work across the programme area and the
organisation.
- Any
other related responsibilities that may be assigned by the line manager
from time to time.
Work
experience
- Diploma
holders will have at least two years’ experience in office or programme
administration or related work.
- Secondary
school certificate holders will have five years of relevant experience in
office or programme administration or related work.
Technical
skills and behavioural competencies
- Basic
computer skills
- Time
management and organizational skills.
- Ability
to work effectively with multiple supervisors.
- A
self-motivated with the ability to work under minimum supervision.
- A
good team player.
- Good
oral and written communication skill
