African Institute for Development Policy Administrative Assistant Jobs in Kenya
African Institute for Development Policy Administrative Assistant Jobs in Kenya
AFIDEP seeks a highly qualified and self-motivated experienced individual to fill the position of an Administrative Assistant for our Nairobi office to perform the roles of front office, office administration, procurement, travel, and logistics tasks.
Job purpose:
To provide administrative support in the day-to-day delivery of responsive, effective and efficient administrative activities of Nairobi office.
Key Responsibilities
Front Office services
Manage the reception; including receiving, screening and transferring calls
Interface visitors with office, attending to guests and responding to inquiries
Collecting, sorting, distributing and preparing mails, messages and courier deliveries
With assistance from the Office assistant, making coffee and tea for staff and visitors
Support the Institute on meetings and conferences
Carrying out any other duties as assigned from time to time by the management
Administrative services
Inventory maintenance for office supplies, kitchen, janitorial and sanitary supplies
Petty cash management
Filing and administration documentation maintenance
Maintaining cleanliness and orderliness in the office, with the help of the office assistant
Coordinate and prepare staff meetings materials as well as other meetings, workshops, and conferences
Supervising Office assistant
Travel and Logistics functions
Coordinate and/or support travel arrangements, including hotel bookings, ground/air transportation, and travel itineraries.
Provide support in Visa processing and applications for staff
Prepare expense reports for all travel and meetings logistics for accountability purposes
Coordinate and sourcing out venues for workshops, retreats, and conferences for staff
Procurement management functions
Support procurement function
Maintenance of creditors register
Establish and maintain good relationships with service providers
Qualifications and Experience
Bachelor’s degree preferably in Business Administration from a recognized university
At least
Seven (7) years’ experience in office administration preferably in the INGO sector is an added advantage.
Basic knowledge in financial management and procurement
Proficiency in MS Office applications accounting systems, Navision ERP will be an added advantage
Demonstrable experience with strong partner relations and the ability to build and maintain working relationships with staff, partners and service providers
Excellent interpersonal skills, time management, and communication skills in English – written and spoken
Ability to manage other people and experience of working in a small team and distance team-working.
Detail-oriented with a demonstrated ability to consistently and effectively produce high-quality work with a willingness to take on a variety of tasks/activities
Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.
How to Apply
All applications should be submitted to ‘Human Resource Manager, African Institute for Development Policy (AFIDEP) not later 14 September 2020 by 5: 00 p.m.
Email: hr@afidep.org. Only shortlisted applicants will be contacted. Applications will be considered on a continuous basis until the position is filled.
AFIDEP is an Equal Opportunity Employer. It fosters a multicultural work environment that values equality and respect for diversity.
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