AMREF Health Africa Administrative Assistants Jobs in Nairobi

Amref Health Africa is the largest international health development organisation based in Africa. Working with and through African communities, health systems and governments, Amref Health Africa’s vision is to

bring lasting health change in Africa and is committed to improving the health of people in Africa by partnering with and empowering communities, and strengthening health systems.

With headquarters in Kenya, Amref Health Africa has offices in Ethiopia, Uganda, South Sudan, Kenya, Tanzania, Southern Africa and West Africa providing services to over 30 countries.


Employing over 900 staff and with an
annual operating budget of approximately $100 million, Amref Health Africa is a knowledge resource for donors and partners.


Responsibilities


Administrative support including communication

  • In charge of receiving and dispatching correspondences, office incoming
    and outgoing calls. Prepares drafts for responses for the project.

    DA1 Processing


  • Ensures DA1 processing is done to all invoices with VAT by typing the forms, dispatching the forms to USAID on time, receiving the approved from USAID, dispatching the approved forms to the vendors, making telephone and email follow ups, receiving refunds from vendors and updating the VAT tracker on a daily basis.

    Reception

  • Receives all visitors and acts as the first point of reference for all enquiries
    for the project.
  • Planning Coordinates the project calendar of events with the relevant offices both
    internal and external. These are both annual planning and ad hoc planning of activities and project work plan.

    Organising

  • Manages the execution of events including meetings workshops and other
    work-related gatherings within the project.

    Reporting

  • In charge of compilation processing and distribution of a variety of reports including minutes of various meetings, programme monthly, quarterly and annual reports
  • Maintain the reporting schedule and send reminders of deadlines to report owners

    Information management

  • Develop and maintain relevant databases and filing systems for optimal management of information and contacts for the project.

    Custodian of Project Assets

  • Maintaining an updated Asset register at all times. Ensures compliance with maintenance/servicing schedules for printers, vehicles etc.
  • Proactively suggests ways
    to improve office working environment (posters etc)
  • Finance & Procurement Utilises the ERP process for all requisitions (travel, office supplies, etc), liaising with procurement as needed. Checks invoice status as needed
    following queries.
  • Responsible for processing and acquiring field activity advances for various activities in the project. Responsible for making payments to the participants as per the organisation allowances payment policies.

    Supervision

  • Supervises programme support staff: drivers, messengers, cleaners, Office Assistants.

    Transport

  • Programme logistics including local transport for staff, managers, outreach specialists and visitors, air tickets and taxis.
  • Hotel and flight bookings


    Qualifications


  • Degree in a business management/Administration
  • Good Communications skills
  • Values of teamwork, diversity and integrity must also be present
  • Strong organisation & planning skills with the ability to multi-task in a high-paced environment
  • Ability to work interdependently and with minimal supervision
  • Attention to detail
  • Excellent time management skills and the ability to prioritize work
  • Possess creative problem solving abilities with an orientation towards results.
  • Strong skills in use of Microsoft Excel and Word
  • Minimum 3 years’ proven experience as an administrative assistant;
  • Experience in USAID funded projects and processing of DA1 will be an added advantage


    How to apply

    Interested applicants are encouraged to submit their motivation letter and CV to recruitment@amref.org by
    Tuesday 2nd July 2018. Only shortlisted candidates will be contacted. Duly note that Amref Health Africa does not require applicants to pay any fees at whatever stage of the recruitment and selection process.


    For more information and job application details, see; AMREF Health Africa Administrative Assistants Jobs in Nairobi

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