Feed the Children Administrative Assistant Jobs in Kenya

Feed the Children Administrative Assistant Jobs in Kenya


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.

    How to apply

  • 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 19th November 2021, please note only shortlisted applicants will be contacted.

  • Feed the Children is an Equal opportunity employer.


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