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

Job Summary:

The Admin Assistant will support the County Team Lead by maintaining office systems, ensure organisational support and effectiveness by providing hands-on implementation of action plans.

PRIMARY RESPONSIBILITIES:               

• Ensure the front office, work stations, common areas, etc. are maintained, kept clean and tidy;
• Acquire and delineate organized storage space and compartments as necessary for all staff and programs;
• Manage booking of conference and meeting rooms and ensure the rooms are ready before scheduled use;
• Managing the office store, issuance of supplies to staff members and all the sites that are supported by the office.
• Allocate work related tools to staff (phones, computers, desks, stationery) as appropriate to all staff.
• Maintain a routinely updated register of all fixed assets and consumables.
• 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; and
• 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.
• Advice the procurement department on quantities of items in the store and prepare a monthly report reflecting stocks purchased, distributed and replenished.
• Oversee the cleaning and tidiness of the office, repair works and ensure that all furniture is in good condition;
• Liaise with procurement to assist in air ticket bookings and accommodation.
• Receive visitors, answer telephones and transfer calls to the appropriate department or staff member.

Required Qualifications

• 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