Administration Assistant Officer Job in Kenya

Administration Assistant Officer

Primary purpose of the
position:

Act as the point of
contact for all employees by providing administrative support and managing
their queries. Manage the day to day administrative duties in the office while
assisting in general HR & administration work in the areas of office management,
Personnel management, Performance management and staff development that are
necessary to maintain a skilled and competent workforce at field level.

Duties and
responsibilities

General Office Management

• Managing office supplies and ordering new supplies as needed.


• Systematically filing important organization documents.


• Oversees and administers the day-to-day activities of the
  office; develops policies, procedures, and systems which ensure productive
  and efficient office operation


• Ensure the field office is clean and tidy and all basic
  facilities are available for staff to work in a comfortable environment.


• Schedule in-house and external events٫ maintain corporate
  calendar and book meeting rooms.


• Manage correspondence (including letters٫ emails and packages)٫ arrange travels and
  accommodations


• Scheduling meetings and booking conference rooms.


• Hiring maintenance vendors to repair or replace damaged
  office equipment.


• Oversee the inventory of office and stationery supplies and
  ensure to request order when necessary


• Build and maintain filing systems, both physical and digital.


• Organize a filing system for important and confidential
  company document


• Manage office supplies stock and place orders


• Support with travel and accommodation bookings and airport
  transfers for staff / visitors in liason with Nairobi Office.


• Organize and schedule meetings/appointments as may be
  required.


• Take accurate minutes of meetings and ensure their
  distribution and filing.


• Maintain staff movement register and follow up with locations
  and movement of staff, inform supervisor in case of non-adherence.


• Ensure all office equipment such as Air Conditions, Water
  Dispensers, Photocopier, Printers, telephones etc. are in good operational
  state.


• Maintain good communication with visitors/guests, office and
  project staff, service providers and consultants.

HR Records &
Information Management

• Ensure quality and integrity of HR filing system by keeping
  all HR records, information and files clearly labelled, organised and
  confidential.


• Maintain staff personal files in the field office and ensure
  that all files have up to date information.

Recruitment & Selection

• Draft advertisements for authorised recruitments in liaison
  with supervisor ensuring FCA guidelines and recruitment practices are
  followed.


• Assist to facilitate advertising/circulation of
  advertisements on various platforms as agreed with Supervisor.


• Assistant to arrange for and coordinate interviews (date of
  interviews, calling short-listed applicants).


• Ensure records of all recruitment and selection processes of
  employees are correctly filed.

HR Support Services

• Assistant to draft employment contracts for staff and draft
  requested letters in line with changes to employee terms and conditions of
  employment.


• Support implementation of induction and orientation of both
  new and existing employees, ensuring that all relevant policy documents
  are made available.


• Respond to general staff queries and advise them on FCA’s HR
  policies and procedures and local legislative requirements, seeking advice
  from supervisor & HR & Admin Coordinator.


• Undertake any other duties and generate HR Admin reports as
  part of capacity building within the department.

Competence, Experience,
Skills, Knowledge needed

• A Bachelors Degree in Business Management / Administration or
  related discipline ie Human Resourse, Social Sciences, Social Work and Social
  Administration, Public Administration, etc.


• Excellent planning and organizational skills


• Strong analytical and problem solving skills


• Good communication, facilitation and presentation skills.
  Strong interpersonal skills and high level of integrity


• Experience in refugee operation will be an added advantage


• Computer literacy


• The position involves making timely decision under pressure
  and also involves high level of integrity, due to care and caution.

How To Apply

Click Here To Apply

All qualified and interested candidates are encouraged to
send a completed Application Letter and Curriculum Vitae stating the vacancy
job title in the subject line

Deadline for receiving applications is 18th August 2023

FCA will only contact short- listed applicants.