Admin Assistant Job in Kenya

Administrative Assistant 

Description

The administrative
assistant shall be responsible for administrative and operational support in
the execution of Health programs, initiatives, and activities in-line with the
Foundation’s mission of championing access to affordable quality healthcare services.
He/she shall:

Responsibilities

• Be responsible for procuring
  venues, organizing meals, stationery, accommodation bookings, vendor
  contracts, transport, and other logistical components of the main events.


• Coordinate and work with
  vendors/suppliers to ensure they provide proper services.


• Coordinate guest lists, food
  service arrangements, menu planning, decorative and table set up.


• Monitor event registration and
  manage guest participation with guidance from the programs manager


• Provide general administrative
  support during conferences, workshops, and various trainings.


• Assist in developing and
  maintaining filing system and data base for managing Program
  documentation, including concept notes, project proposals, project
  agreements, contracts etc., ensuring easy retrieval of the same.


• Maintain files for the
  Foundation and updating Health Pillar’s policies and procedure manuals
  (PnPs).


• Improve/tighten
  storage/retrieval systems; update and manage indexes.


• Ensure purchase requisitions
  for all goods and services are well documented and in line with the
  group’s policies


• Work closely with EGF finance
  department to ensure that all invoices are correct, and the service
  providers are paid within one month from the date of the invoice


• Ensure supplier creation into
  the ERP system to facilitate payments


• Handle correspondences for the
  program


• Respond to queries from walk in
  visitors about the health program



• Organize transport for staff
  going for field visits, meetings; both locally and internationally.


• Schedule program meetings and
  taking minutes


• Stationery control for the
  program


• Maintain an asset record for
  the program


• Handle dispatch for the program


• Handle new staff onboarding-
  work station allocation, set up on emails and all systems in conjunction
  with HR and IT.

 Qualifications

• Bachelor’s Degree from a
  recognized university

• Proficient in MS Office (Word,
  Excel, Outlook, and PowerPoint)


• Prior experience &
  demonstrated ability in administrative functions for programmatic work


• Experience handling donor
  requests and funding related documentation and reports. Experience working
  with development / funding partners presents an added advantage


• Ability to prioritize and take
  initiative


• A team player with strong
  organization, communication, and interpersonal skills


• Creative, open-minded,
  flexible, able to analyze and make decisions


• Able to set clear objectives,
  coordinate multiple tasks, trouble shoot and & work across teams to
  meet short-and long-term deadlines


• Results driven

How to Apply

Apply for the job
here