Administrative Assistant at Heshima Kenya

Primary Responsibilities

• Manages Heshima Kenya front office and puts in place all required structures and systems to ensure optimal office management
• Answer and direct phone calls
• Organize and schedule appointment for the senior management team
• Write and distribute email, correspondence memos and business letters ensuring timely distribution
• Assist in the preparation of regularly scheduled departmental reports
• Develop and maintain front office filing system
• Update and maintain office policies and operating standing procedures
• Order office supplies and maintain inventory for the same
• Maintain contact lists and details of all partners, donors, collaborators, board members among others
• Organize and schedule appointments for the Country Director
• Manage the Dairy of the CD
• Responsible for management of CD office and filling systems as well as retrieval of files on request
• Supports the CD to organize for Heshima Kenya Board of Directors meetings and other schedules
• Book travel arrangements for Heshima Kenya staff – both local and international as well as for visitors to and from Heshima Kenya
• Maintain Petty cash kitty and administration of the same
• Provide general support to visitors to Heshima Kenya
• Act as the point of contact for internal and external clients
• Liaise with HRO to handle requests and queries from senior managers and Heshima Kenya Executive Team
• Responsible for creating and updating volunteer personnel file and ensure efficient human resources of staff and volunteers
• In conjunction with HRO organizes orientation schedules and follow-up for all volunteers, interns, and other visitors
• Supports correspondence with donors, especially those who provide in-kind support; responsible for writing and filing all donor recognition letters made in Kenya
• Supervises drivers, maintenance personnel, cook, and security guards
• Maintains van schedules for staff and participants
• Maintains donations inventory, issuance and a tracking system of all Heshima Kenya’s in-kind donations and office supplies

Qualifications

• A Diploma or a Higher Diploma in Business Administration, Diploma or Higher Dip. in HRM, Diploma in secretarial, Front office management and administration or any other business related field.
• Minimum of 3 years experience working is a busy Organization
• Must be a Kenyan citizen, female candidates are encouraged to apply
• Must have strong administrative and organizational skills with the ability to multi-task
• Proven experience as an Administrative assistant or Office admin assistant
• Knowledge of office management systems and procedures including filling
• Command in spoken and written English and ability to draft business correspondence letters
• Ability to take notes on dictation
• Working knowledge of office equipment, like printers
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Flexibility to work extra hours and days as may be required from time to time