International Planned Parenthood Federation Administrative Assistant Jobs in Kenya
International Planned Parenthood Federation Administrative Assistant Jobs in Kenya
Key TasksPlease describe the main activities undertaken by the job holder.
The list need not be exhaustive but should reflect the most important features of the job.
Receives visitors and informs staff of their arrival give them directions and signs them in and out
Answers the telephone and takes messages when necessary
Makes appointments when request
Sign for all incoming mail, invoices, parcels and directs them accordingly
Filing;
Ensures a proper filing and record keeping system for WISH documents
Files the additional information requested (e.g. newsletters, etc.)
Monitors the status of the communication equipment – telephone/ copier etc and reports any malfunction
Builds and maintains positive relationships with all members of the WISH team, ARO Office
and contacts with relevant Central Office staff and individuals outside the Federation
Liaise with the Africa Region team on all matters relating to Government ministries and
agencies (Foreign Affairs/Home Affairs/ Immigration Dept./Kenya Revenue Authority etc.) on matters pertaining to the status of IPPFARO local and non-local staff
Supports in duties pertaining to travel and other logistical arrangements including – travel and accommodation, hotel bookings, taxi services, submission of claims etc;
Provides administrative support to organization of conferences, workshops and other events including logistics and preparing materials for meetings such as agendas, handouts etc
Ensures conformity with IPPFARO Health and Safety regulations and in particular the protocol with respect a fire outbreak and/or other emergencies and to ensure that fire exists are free from blockages which render the evacuation of staff and visitors difficult in the event of a fire
Requisitions and maintenance for office supplies including stationery, kitchen items and other routine supplies and ensures they are replenished in a timely manner;
Support the programmes in various administrative tasks as may be requested from time time
Provide support to various team members as may be requested and any other duties that may
be assigned from time to time
Responsibilities
Please describe:
Any
staff responsibilities carried by the job holder.
No immediate staffing responsibilities
Any financial responsibilities carried by the job holder.
No immediate financial responsibilities
Education & Qualification
Please describe the likely educational/training background of the job holder.
A Degree in Business Administration or its equivalent
Professional Experience
Please describe the minimum level of professional experience required to fulfil the job.
Three years relevant experience in administration and preferably in the NGO sector.
Skills
Please describe the skills which will be applied in the job, including languages
Strong IT skills (Word, Excel)
A high degree of diligence and attention to detail.
Good interpersonal, communication and negotiating skills, flexibility and a team player.
Personal Competences
Please describe the characteristics of superior job performance
Professional manner linked with tact and diplomacy
Adaptable, able to switch from one task to another as the need arises
Good organisational skills along with the ability to prioritise tasks
Ability to maintain a high level of confidentiality
Initiative and ability to work independently as well as a member of a team
How to Apply
Interested persons are requested to submit a CV including three referees and cover letter indicating educational background, experience, skills and why you think you are the best candidate for the position to: hroffice@ippfaro.org
Competitive remuneration will be negotiated with the successful candidate.
Closing Date: 9th August 2019.
IPPF is an equal opportunity employer.
We regret only shortlisted candidates will be acknowledged.
For more information and job application details, see; International Planned Parenthood Federation Administrative Assistant Jobs in Kenya
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