AMREF Health Africa Administrative Assistants Jobs in Nairobi

Amref Health Africa is the largest international health development organisation based in Africa. Working with and through African communities, health systems and governments, Amref Health Africa’s vision is to

bring lasting health change in Africa and is committed to improving the health of people in Africa by partnering with and empowering communities, and strengthening health systems.

With headquarters in Kenya, Amref Health Africa has offices in Ethiopia, Uganda, South Sudan, Kenya, Tanzania, Southern Africa and West Africa providing services to over 30 countries.

Employing over 900 staff and with an
annual operating budget of approximately $100 million, Amref Health Africa is a knowledge resource for donors and partners.


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 Health Africa Administrative Assistants Jobs in Nairobi

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