Administration Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Job Summary:

The position holder will provide administrative as well as program support in ensuring effective operations and delivery of program results at the sub-office.

Roles and Responsibilities:

• Arrange/coordinate trainings/meetings for the project and provide logistical support as required.
• Maintain a routinely updated register of all fixed assets.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders and verifying receipts.
• Adopt and ensure use of acceptable standards and tools for inventory management including asset registers, goods received/dispatch notes, bin cards and goods movement forms.
• Receive and tag all items delivered to CIHEB Kenya and maintain an orderly system of goods storage.
• Maintain Delivery Notes/Goods Received register for all supplies received and delivered to the programs.
• Follow up on vendor/supplier payments and utility bills and ensure payments of the same.
• Responsible for external dispatch and delivery of mails and parcels.
• Make travel and accommodation arrangements for staff and visitors/ consultants while on missions.
• Oversee the cleaning and tidiness of the office, repair works and ensure that all furniture is in good condition.
• Receive visitors, answer telephones and transfer calls to the appropriate department or staff member.

Qualifications and Experience:

• Bachelor’s degree in business administration or other related course
• At least three (3) years’ experience supporting similar roles
• Excellent interpersonal and communication skills
• Good computer skills with proficiency in MS Word and spreadsheet packages
• Ability to work under pressure