Summary
Date Posted: Tuesday, November 16, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Administrative Assistant
Purpose: To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers.

Major responsibilities:
• Receive & schedule all visitors to the office, respond to their requests and maintain a record.
• Maintain and operate efficient communication through the telephone switchboard and mobile connection.
• Record telephone bills utilization and submit monthly report for analysis by the HR & Admin Officer.
• Assist with booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
• Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
• Ensure for effective and efficient use of the photocopy and other office equipment by departments.
• Secure bookings of external meeting facilities as/and when required.
• Manage the tracking sheet to ensure smooth flow of documents from end user to the different signatories.
• Liaise with the Transport coordinator to keep a record of the program’s vehicles located in the Gigiri office and usage.
• Ensure all office repairs and breakages are reported to the operations department on time for action.
• Ensure cleanness of the office kitchenette and launch area is maintained at all times.
• Timely coordination of activities within the Administration sections.
• Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
• Responsible for opening and locking of the main office block and other rooms after work hours.
• Maintain office security by following the laid down procedures for visitors.
• Manage and maintain the office Stores for accountable handling of goods in the store and proper records.
• Responsible for the Custody of small office equipment Cameras, phones, and other IT equipment.
• Support in handling HR duties when called upon.
• Handle any other duties as assigned by Supervisor.

Minimum Qualifications:
• Degree in Business Management Training in Front Office Management / Customer service.
• Professional experience operating telephone switchboard and handling flight bookings
• Minimum of three years of experience as Admin Assistant/Receptionist with at least 1 year in INGO set up.
• Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and Digital cameras.
• Good knowledge of Computer applications, MS Office packages etc.
• Understanding of Office management systems and HR practices.
• Understanding and ability to abide with Child Protection Policies.

Preferred Skills
• Excellent Communication and interpersonal skills.
• Excellent Organizing and planning skills with attention to detail.
• Creativity and problem-solving skills.

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
If you meet the requirements mentioned above please send your application and detailed CV to HR-Kenya@feedthechildren.org  or to Hrassistant-kenya@feedthechildren.org  to reach us by latest 18th November 2021, please note only shortlisted applicants will be contacted.

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