Administration Assistant at Council of Governors

Responsibilities for the Administration Assistant  Job

• Reporting to the Head of Administration, the Administration Assistant will perform the following duties and responsibilities:
• Coordinating the review and implementation of administration policies and procedures.
• Managing the COG Office in liaison with the relevant service providers.
• Handling service contracts and ensuring effective discharge of the contracts.
• Ensuring proper management of insurance policies.
• Managing the efficient provision of office space, office equipment/furniture and supplies.
• Developing and implementing the disposal plan for obsolete, unusable stores and equipment.
• Managing the functions of the registry, transport, and secretarial bureau
• Provide support at the reception area through responding to inquiries regarding the Council of Governors.
• Schedules and coordinates meetings, appointments and travel arrangements;
• Assist in the planning and preparation of meetings, conferences and workshops.
• Performs a variety of administrative and clerical duties in support of the CoG technical department and strictly ensures that the necessary administrative work is implemented within established timelines;
• Performs various office works which require good computer knowledge (e.g. typing of standard correspondence, filing, photocopies, updating of lists);
• Support in visa processing for County official and staff on duty travel and follows up on visa issuance.
• Prepare protocol documents.
• Procuring of gift and maintain gift register.
• Any other duty assigned by the Supervisor from time to time.

Qualifications for the Administration Assistant Job

• A bachelor’s degree in administration, management, legal or a related discipline from a recognized university.
• A minimum of three (3) years relevant work experience.
• Possession of advanced computer skills.
• Meet the requirements of Chapter 6 of the Kenya Constitution.

Desirable Competencies

• Accountability – takes responsibility for action and manages constructive criticisms;
• Client Orientation – works effectively well with CoG clients and stakeholders;
• Continuous Learning – promotes continuous learning for self and others;
• Communication – listens and communicates clearly, adapting delivery to the audience;
• Creativity and Initiative – actively seeks new ways of improving programmes or services;
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implements actions to improve performance of self and others;
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism – displays mastery of subject matter;
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, and concerns and promotes equal gender participation; Technological Awareness – displays awareness of relevant technological solutions;

Contract Duration

The contract duration is for three years renewable annually subject to performance and availability of resources.