SHORT-TERM ADMINISTRATION ASSISTANT

Department: FINANCE & ADMIN

Reports to: ADMINISTRATION OFFICER

Supervises: NONE

Nature of Engagement: Short Term Contract 6 months

Salary: Ksh. 36,000 - 42,000

JOB PURPOSE

Provide Administrative, Human Resources and Project support in a manner that ensures efficient service delivery within the Society.

KEY RESPONSIBILITIES

i) In consultation with the Administration Officer, ensure the smooth running of the office for efficient service delivery.

ii) In consultation with the Administration Officer, procure goods and services for both office and project activities. This entails determination of project supplies and quantities, purchase of supplies including branding and communication materials. Following up requisitions, receiving the purchases and ensuring that they meet specifications.

iii) Organizing events and meetings including fundraising events, Council meetings, AGM, Project activities etc. This entail booking venues, arranging for transport and accommodation, ensuring that the documents are circulated on time etc within the budget provided.

iv) In consultation with the Administration Officer, liaise with the insurance supplier on the renewals of all Society equipment and that the Trustee/Council insurances are done in a timely manner.

v) Recruitment, selection and onboarding

In consultation with the Administration Officer, schedule and organize interviews

vi) Manage Society Petty Cash provided for local cash purchases as per the guidelines issued by the Finance & Admin department.

vii) Maintain an efficient filing system that facilitates storage and retrieval of the Society’s documents.

viii) Documenting meeting proceedings and keeping records of the same.

ix) Managing and distributing correspondence and receiving visitors.

x) Ensuring project supplies and equipment are secured and accounted for.

xi) Provide logistical support for the project including participating in the project activities.

xii) Any other duties as may be assigned by the supervisor

JOB SPECIFICATIONS:

Academic Qualifications:

Degree in Business Administration/ Secretarial Studies or Degree / Diploma in Human Resources Management/ Degree/Diploma in Project Management

Level of Experience

2 - 3 years’ experience in Admin/HR and Programme coordination in a busy office

Competencies

• Strong organisation and administrative skills

• Excellent computer skills

• Excellent communication skills

• Interpersonal and relationship maintenance skills

• Petty cash management experience