The African Institute for Development Policy (AFIDEP) Administrative Assistant Jobs in Kenya

The African Institute for Development Policy (AFIDEP) Administrative Assistant Jobs in Kenya

Job purpose

  • To provide administrative support in the day-to-day delivery of responsive, effective and efficient administrative activities of Nairobi office.

    Key Responsibilities

    Front Office services

  • Manage the reception; including receiving, screening and transferring calls

  • Interface visitors with office, attending to guests and responding to inquiries

  • Collecting, sorting, distributing and preparing mails, messages and courier deliveries

  • With assistance from the Office assistant, making coffee and tea for staff and visitors
    Support the Institute on meetings and conferences

  • Carrying out any other duties as assigned from time to time by the management

    Administrative services

  • Inventory maintenance for office supplies, kitchen, janitorial and sanitary supplies
    Petty cash management

  • Filing and administration documentation maintenance

  • Maintaining cleanliness and orderliness in the office, with the help of the office assistant

  • Coordinate and prepare staff meetings materials as well as other meetings, workshops, and conferences

  • Supervising Office assistant

    Travel and Logistics functions

  • Coordinate and/or support travel arrangements, including hotel bookings, ground/air transportation, and travel itineraries.

  • Provide support in Visa processing and applications for staff

  • Prepare expense reports for all travel and meetings logistics for accountability purposes

  • Coordinate and sourcing out venues for workshops, retreats, and conferences for staff

    Procurement management functions

  • Support procurement function

  • Maintenance of creditors register

  • Establish and maintain good relationships with service providers

    Qualifications and experience

  • Bachelor’s degree preferably in Business Administration from a recognized university

  • At least Seven (7) years’ experience in office administration preferably in the INGO sector is an added advantage.

  • Basic
    knowledge in financial management and procurement

  • Proficiency in MS Office applications accounting systems, Navision ERP will be an added advantage

  • Demonstrable experience with strong partner
    relations and the ability to build and maintain working relationships with staff, partners and service providers

  • Excellent interpersonal skills, time management, and communication skills in English – written and spoken

  • Ability to manage other people and experience of working in a small team and distance team-working.

  • Detail-oriented with a demonstrated ability to consistently and effectively produce high-quality work with a willingness to take on a variety of tasks/activities

  • Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.

    How to Apply

  • All applications should be submitted to ‘Human Resource Manager, African Institute for Development Policy (AFIDEP) not later 14 September 2020 by 5: 00 p.m.

  • Email:

  • Only shortlisted applicants will be contacted.

  • Applications will be considered on a continuous basis until the position is filled.

  • AFIDEP is an Equal Opportunity Employer. It fosters a multicultural work environment that values equality and respect for diversity.

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