Administrative Assistant-Kenya Market Led Dairy Supply Chain Project at Heifer International

Job description

Heifer International (HPI) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Function

Provides key coordination in the daily operations of KEMDAP Project and provide direct assistance to the Project Manager in all aspects, including operations management and execution of administrative functions, as well as liaising with various other departments at project Head Office on areas of work including, but not limited to, daily operations, communication, policies and procedures as well as the front desk duties. Additionally, this position will be responsible for coordinating all project initiatives and providing overall administrative support and assistance to KEMDAP ensuring the day-to-day operations are carried out efficiently and effectively.

Essential Character Traits

Detail-oriented, collaborative, communicates clearly, organized, deadline-oriented, initiative, team player, positive nature and team player

Responsibilities & Deliverables

• Support and assist in the implementation of day to day KEMDAP operations (30%)
  • Daily, coordinate deadlines and priorities.
  • Coordinate production and proof-read correspondence and presentations.
  • Manage and coordinate the calendar of the Project Manager.
  • Prepare and monitor requisitions for KEMDAP office supplies and order as needed.
  • Track of telephone and electricity usage and summarize all bills to ensure timely payment to avoid disconnections.
  • On daily basis, collaborate with head office on the development of operational policies and procedures.
• Plan and coordinate internal/external meetings (30%)
  • Coordinate prospect meetings and conferences for teams.
  • Coordinate room setup, refreshments, decor, and other necessary logistics
  • Prepare and distribute agendas and meeting materials.
  • Record minutes for meetings and events.
  • Schedule and maintain the KEMDAP meeting calendar.
  • Coordinate special projects such as the Project Manager’s, luncheons, conferences and meetings with HPI staff, “partners”, Steering Committee, volunteers, donors and other individuals.
• Provide support to the Administrator and travel agents and ensure that visits to the projects are managed smoothly, professionally and efficiently. (20%)
  • Assist with permit for staff attending workshops and conferences as requested.
  • Act as Liaise with the Administrator to coordinate travel arrangements and scheduling for the Project Manager, including air travel, hotel reservations, required visas, immunizations, etc.
  • Maintain a central filing system.
  • Purchase and replenish office supplies as needed.
  • Perform duties of logistician and storekeeper.
• Act as initial point of contact for the Project office by responding to both internal and external inquiries/requests. (10%).
  • Attend and and follow-up on all incoming and outgoing. correspondences as appropriate.
• Establish & manage KEMDAP documentation and database systems (10%)
  • Assist in the production and creation of reports.
  • Create and maintain files of program reports and other documents.
  • File incoming project documents as appropriate.

Required Skills

Perform other duties as assigned

Most Critical Proficiencies

• Knowledge of the non-profit sector and the context to which non-profit organizations operate.
• Strong scheduling and project management skills.
• Knowledge of computers as a tool for word processing, communications and organizing. Must possess demonstrable skills using Microsoft Office Suite, including Word, Outlook,
• Publisher, PowerPoint and Excel.
• Good verbal and written communication skills. Good interpersonal skills, ability to be a team player and to work with people of varied backgrounds.
• Strong English language skills - oral and written.
• Proficiency in basic statistics sufficient to analyze data.
• Ability to be accurate and attentive to detail, good writing, editing, typing and filing competences. Ability to prioritize, organize, and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision and to provide entry-level program support.
• Working with sensitive information and maintaining confidentiality always.
• Ability to prepare and proof-read correspondence for correct punctuation and grammar, and produce documents in a well-designed, attractive format with superior attention to detail.

Essential Job Functions And Physical Demands

• Constant face-to-face, telephone and electronic communication with colleagues and the public.
• Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people, especially in a fast-paced environment.
• Ability to handle multiple tasks and deadlines, establish priorities and make sound judgments often in a fast-paced environment and the flexibility, needed to manage a heavy workload and rapidly changing contexts.
• May require constant sitting and moving; working at a computer for extended periods.
• Occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
• Willingness and ability to travel domestically and internationally as needed.

Required Experience

Minimum Requirements:

Bachelor’s degree in Business Administration/Management or any related field (3) years of related experience.

Preferred Requirements

At least four (4) years’ office administrative experience preferred.