Caritas Marsabit Administrative Assistant Jobs in Kenya

Caritas Marsabit Administrative Assistant Jobs in Kenya; The Administrative Assistant will provide administrative support to ensure efficient operation of the office. The role supports management and employees through a variety of tasks related to organization and communication, ensuring all administrative duties are completed accurately, with high quality, and promptly.

Key Relationships

Internal: Head of Department in the Secretariat, Bishop Secretary, Vicar General, and Bishop.

External: Other institutions of the Diocese, Parishes, and Parish Priests, Visitors, and other Stakeholders.

Duties and Responsibilities

*Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.

*Answer and direct phone calls professionally.

*Receive, distribute, circulate, and file all documents coming into the office.

*Organize and schedule meetings and appointments.

*Distribute documents to suppliers and other agencies.

*Maintain staff and parishes' contact lists.

*Produce and distribute correspondence memos, letters, faxes, and forms.

*Develop and maintain an administrative filing system and records.

*Order, maintain, and manage office stationery and supplies.

*Arrange flight travel for staff and visitors.

*Welcome, and direct visitors to specific offices.

*Maintain department schedules, including calendars, meetings, conferences, and teleconferences.

*Ensure confidentiality and security of office operations.

*Maintain office supplies inventory by checking stock levels.

*Secure information through proper database management and backups.

*Provide historical references by utilizing filing and retrieval systems.

*Enhance professional knowledge by attending educational workshops.

*Contribute to team efforts by accomplishing related tasks as needed.

*Ensure premises are secured before leaving and opened every morning.

*Maintain general office tidiness.

*Perform any other duties as assigned by the supervisor.

Academic and Professional Qualifications

*A Diploma in Secretarial Studies, Office Administration, Office Management, Hospitality, Front Office Management, or a related field.

*Formal training in office procedures and the use of office equipment is a must.

*Relevant Experience, Skills, and Competencies

*Minimum of 2 years’ experience in a busy office, preferably in an NGO setting.

*Strong report writing and documentation skills.

*Excellent typing skills.

*Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

*Strong administrative writing and reporting skills.

*Excellent scheduling and time management skills.

*Professionalism, confidentiality, and organizational skills.

*Strong verbal and written communication skills.

*Ability to multitask and prioritize work effectively.

How to Apply

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

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