Administrative and Logistics Assistant at Swisscontact

Job Summary:

The Administrative and Logistics Assistant will provide administrative and logistics services, ensuring high quality, accuracy and consistency of work and support a dynamic project team in realizing the strategic plan of implementing a sustainable Dual Apprenticeship Training Program in Kenya;

Roles and Responsibilities:

The specific tasks to be undertaken by the Administrative and Logistics Assistant include:

Coordination and Logistics

• Assist in administrative and logistical arrangements for the project and general office events e.g. renting of premises, arrangement of accommodation, transportation, and providing complete financial documents on time;
• Assist in organizing competitive selection of a venue services for the conferences, workshops, and trainings upon request and according to the established procurement procedures;
• Assist in travel arrangements including liaison between travel agency for a route selection, and purchase of tickets for participants and experts according to the established travel procedures;
• Assist in maintenance of proper filing system for administrative, finance and project documentation
• Assist in organizing storage of all goods procured, maintain and update inventory list in accordance requirements
• Conduct physical stock count every end of the week;
• Scheduling, coordinating, booking meeting rooms and informing team members about meeting arrangements;
• Schedule and coordinate transport and vehicle plan with the driver;
• Support with timesheets preparations.
• Maintain office supplies inventory, including toner for office equipment (printers, photocopiers) as well as kitchen supplies.

Front Desk

• Answer and forward calls in a professional manner and check general voicemail;
• Receive visitors in a professional and friendly manner;
• Organize for visitor refreshments with the office assistant
• Ability to give general project information to visitors and callers upon enquiry

Essential Functions and Responsibilities

The Administrative and Logistics Assistant serves as a representative of Swisscontact, displaying courtesy, tact, consideration, and discretion in all interactions with all internal and external stakeholder in all environments. As required by the position, S/he also maintains confidentiality on all matters.

Knowledge, Skills, and Experience:

Development and Operational Effectiveness

• Ability to perform a variety of specialized activities related to administration and logistics including monitoring office tools.
• General IT working skills
• Ability to provide input to business processes.

Leadership and Self-Management

• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and with good humour even under pressure
• Demonstrates openness to change
• Responds positively to feedback and differing points of view

Required Skills and Experience

Education:

• Bachelor’s degree in Business Administration or equivalent disciplines.

Experience:

• At least 2 years of proven experience in administration and logistics;

Language Requirements:

• Proficiency in written and spoken English language.

Others:

• Ability to use information and communication technologies as a tool and resource;
• Ability to work in a team, under pressure and uphold ethics and honesty