Admin Assistant - Ruiru at Brites Management

Duties and Responsibilities

• Knowledge of office management systems and procedures
• Proficiency in MS Office
• Strong organization and interpersonal skills
• Excellent verbal and written communications skills including command of the English language
• Must be independent and be able to work proactively
• Basic accounting skills
• Great attitude, open to learning, self-driven/starter and customer focus
• Proficiency in Written and spoken English
• Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,
• Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the office.
• Develop and maintain administration systems, Maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.
• Coordinate Satellite office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.
• Responsible for coordinating travel for office staff, volunteers and visitors by making relevant travel arrangements.
• Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Office.
• Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.
• Coordinate all procurement activities for Office and ensure compliance to policies guidelines and regulations.
• Produce timely and accurate logistics reporting to the Integrated Senior Project Coordinator. Oversee the office stores management, asset/inventory control.
• Maintain an updated office asset register including safe custody of all organizations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.
• Ensure transparency and integrity in the procurement processes in line with Plan policies and guidelines;
• Receive, review procurement requests and source using appropriate procurement method.
• Analyze bids and recommend selected vendor for approval;
• Prepare and facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.
• Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);
• Process payment as applicable and ensure documentation is submitted to Finance in a timely manner
• Keep proper and an up to date filing system for all procurement documents;
• Update and share the weekly procurement tracker

Key Requirements Skills, experience and qualification

• Bachelor’s degree in business or public administration, procurement and logistics, supply chain management or another related field.
• 1-year relevant experience in administration, logistics, procurement, or HR preferably in a similar position in an NGO.
• Excellent interpersonal skills, flexible and team player
• Good team management and supervisory skills
• Excellent office management skills
• IT/computer skills
• Knowledge of filing and general record keeping
• Pro-active and excellent time management skills
• Ability to work accurately and pay attention to detail
• Telephone operation skills
• Hands on experience and skills in an Enterprise Resource Planning e.g. SAP