The Administration Assistant reports to the HR/Administration Coordinator.
The role holder well be responsible for providing efficient and effective administrative support to the country office.
The role holder will ensure all Administration Standard Operating Procedures are adhered to.
The Administration Assistant should ensure all measures are taken to meet timely service.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly
Contract Duration: 12 Months (Renewable subject to performance and funding availability)
Key Areas of Accountability:
General Office Management
Manage the office switchboard, answer telephones and direct calls to relevant persons.
Greet and welcome all Kenya Country Office (KCO) visitors and direct them to the relevant staff/persons.
Responsible for ensuring that the front office is tidy and clean at all times.
Manage the office switchboard, answer telephones and direct calls to relevant persons.
Send and receive office mail and parcels via courier and maintain a tracker for the same.
File and maintain files of front desk documents.
Payment of Utilities
Processing invoices related to domestic flight booking and Nairobi accommodation bookings within 14 days of invoicing.
Updating domestic flight costed bookings on a monthly basis and sharing the sae with the HR and Admin Coordinator.
Travel and Accommodation
Make accommodation bookings for National staffs visiting Nairobi Office.
Domestic flight bookings for Kenya Country Office staffs and visitors.
Qualifications and Experience
A first degree in business administration, Human
Resource Management or equivalent.
Minimum three years’ experience in a similar role in an International NGO.
Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).
Excellent written and verbal communication skills.
Strong and proven experience in people and relationship management.
Ability to manage multiple requests and to liaise with several different departments.
Assertive and pro-active, with the ability to work on own initiative with little supervision.
Good analytical skills with the ability to identify key points from complex material or information.
Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services
Good communication skills
Excellent interpersonal skills with the ability to maintain confidentiality
Experience of working within a team and team building
Ability to work in a multi-cultural setting
A willingness to travel occasionally to field area offices.
Fluent in English and Swahili
Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies
