AMREF Administrative Assistant Jobs in Kenya

Amref Health Africa in Kenya is seeking to recruit two (2) Administrative Assistants for APHIAplus IMARISHA and AFYA TIMIZA projects funded by USAID. APHIAplus IMARISHA seeks to support health system strengthening towards provision of quality HIV/AIDs care for 15 months (April 2018–June 2019) in Isiolo, Marsabit, Wajir, Mandera, Garissa and Tana River while AFYA TIMIZA seeks to sustainably improve health outcomes for mothers, children and adolescents in Samburu and Turkana counties over a five year period (October 2016 – September 2021).

The project supports enhanced access to and utilization of quality Family Planning/Reproductive, Maternal, Newborn, Child and Adolescent Health (FP/RMNCAH) services in selected Sub-Counties in Samburu and Turkana Counties.

Under the supervision of the Chief of Party, the jobholder will perform a wide range of administrative and office support activities to ensure the efficient and smooth day-to-day operation of the respective project.

Responsibilities

Administrative support including communication

In charge of receiving and dispatching correspondences, office incoming
and outgoing calls. Prepares drafts for responses for the project.

DA1 Processing Ensures DA1 processing is done to all invoices with VAT by typing the
forms, dispatching the forms to USAID on time, receiving the approved from USAID, dispatching the approved forms to the vendors, making
telephone and email follow ups, receiving refunds from vendors and updating the VAT tracker on a daily basis.

Reception Receives all visitors and acts as the first point of reference for all enquiries
for the project.

Planning Coordinates the project calendar of events with the relevant offices both
internal and external. These are both annual planning and ad hoc planning of activities and project work plan.

Organising Manages the execution of events including meetings workshops and other
work-related gatherings within the project.

Reporting In charge of compilation processing and distribution of a variety of reports including minutes of various meetings, programme monthly, quarterly and annual reports

Maintain the reporting schedule and send reminders of deadlines to report owners

Information management Develop and maintain relevant databases and filing systems for optimal management of information and contacts for the project.

Custodian of Project Assets Maintaining

an updated Asset register at all times. Ensures compliance with maintenance/servicing schedules for printers, vehicles etc.

Proactively suggests ways to improve office working environment (posters etc)

Finance & Procurement Utilises the ERP process for all requisitions (travel, office supplies, etc), liaising with procurement as needed. Checks invoice status as needed
following queries.

Responsible for processing and acquiring field activity advances for various activities in the project. Responsible for making payments to the participants as per the organisation allowances payment policies.

Supervision Supervises programme support staff: drivers, messengers, cleaners,
Office Assistants.

Transport Programme logistics including local transport for staff, managers,
outreach specialists and visitors, air tickets and taxis.

Hotel and flight bookings

Qualifications

Degree in a business management/Administration

Good Communications skills

Values of teamwork, diversity and integrity must also be present

Strong organisation & planning skills with the ability to multi-task in a high-paced environment

Ability to work interdependently and with minimal supervision

Attention to detail

Excellent time management skills and the ability to prioritize work

Possess creative problem solving abilities with an orientation towards results.

Strong skills in use of Microsoft Excel and Word

Minimum 3 years’ proven experience as an administrative assistant;

Experience in USAID funded projects and processing of DA1 will be an added advantage

How to Apply

Interested applicants are encouraged to submit their motivation letter and CV to recruitment@amref.org by Tuesday 2nd July 2018. Only shortlisted candidates will be contacted.

Duly note that Amref Health Africa does not require applicants to pay any fees at whatever stage of the recruitment and selection process.

For more information and job application details, see; AMREF Administrative Assistant Jobs in Kenya

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