Summary
Date Posted: Monday, April 11, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Summary:
The Administrative and Logistics Assistant will provide administrative and logistics services, ensuring high quality, accuracy and consistency of work and support a dynamic project team in realizing the strategic plan of implementing a sustainable Dual Apprenticeship Training Program in Kenya;

Roles and Responsibilities:
The specific tasks to be undertaken by the Administrative and Logistics Assistant include:
Coordination and Logistics
• Assist in administrative and logistical arrangements for the project and general office events e.g. renting of premises, arrangement of accommodation, transportation, and providing complete financial documents on time;
• Assist in organizing competitive selection of a venue services for the conferences, workshops, and trainings upon request and according to the established procurement procedures;
• Assist in travel arrangements including liaison between travel agency for a route selection, and purchase of tickets for participants and experts according to the established travel procedures;
• Assist in maintenance of proper filing system for administrative, finance and project documentation
• Assist in organizing storage of all goods procured, maintain and update inventory list in accordance requirements
• Conduct physical stock count every end of the week;
• Scheduling, coordinating, booking meeting rooms and informing team members about meeting arrangements;
• Schedule and coordinate transport and vehicle plan with the driver;
• Support with timesheets preparations.
• Maintain office supplies inventory, including toner for office equipment (printers, photocopiers) as well as kitchen supplies.
Front Desk
• Answer and forward calls in a professional manner and check general voicemail;
• Receive visitors in a professional and friendly manner;
• Organize for visitor refreshments with the office assistant
• Ability to give general project information to visitors and callers upon enquiry
Essential Functions and Responsibilities
The Administrative and Logistics Assistant serves as a representative of Swisscontact, displaying courtesy, tact, consideration, and discretion in all interactions with all internal and external stakeholder in all environments. As required by the position, S/he also maintains confidentiality on all matters.
Knowledge, Skills, and Experience:
Development and Operational Effectiveness
• Ability to perform a variety of specialized activities related to administration and logistics including monitoring office tools.
• General IT working skills
• Ability to provide input to business processes.
Leadership and Self-Management
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and with good humour even under pressure
• Demonstrates openness to change
• Responds positively to feedback and differing points of view

Required Skills and Experience
Education:
• Bachelor’s degree in Business Administration or equivalent disciplines.
Experience:
• At least 2 years of proven experience in administration and logistics;
Language Requirements:
• Proficiency in written and spoken English language.
Others:
• Ability to use information and communication technologies as a tool and resource;Ability to work in a team, under pressure and uphold ethics and honesty


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
Interested applicants with all the required information should submit their applications to Administration Office via hr_ke@swisscontact.org  by 22nd of April 2022 at 18h00hrs.**

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