Administrative Assistant Based in Njabini at Execafrica Recruitment Limited

Salary: 50,000

LOCATION: Kenya (Njabini)

OFFICE HOURS: Monday through Friday from 7:30 a.m. until 5:00 p.m.
Saturday - half-day

POSITION STATUS: Staff -elegible for overtime

ORGANIZATIONAL RELATIONSHIP: Reports to the Director of Operations & Director of Programs

OVERVIEW: The Training Center & Academy is an innovation hub for our community of educators in rural Kenya, and a model school where we develop and pilot integrative programs that form the basis of our work across the School Network. In partnership with the Ministry of Education and public primary schools in the South Kinangop District, we introduce sustainable, locally-led programs that build the capacity of teachers, invest in girls, and provide essential infrastructure and support for school meals. Our integrative programs nurture students’ development academically, physically, and socio-emotionally.

The Administrative Assistant is responsible for tasks coordination and scheduling, data management and recordkeeping, knowledge and resource management, intra-organization communication, and general
administration of, activities, and initiatives. Duties are fulfilled using his/her expertise in the delivery of comprehensive administrative and business support services using advanced-level technology platforms, project and
budget management skills, scheduling and logistics facilitation, and experience in data collection and management.

The role requires exceptional written and oral communication skills, the highest attention to detail and follow-through, and a commitment to teamwork, integrity, fiscal responsibility, ethics, and collaboration with
educators, colleagues, partners, and all stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Essential duties” are those that an individual must be able to perform with or without reasonable accommodation or additional staffing support.
Program Coordination & Logistics Management: arrange and manage all resource and logistic requirements for current and future programs in alignment with organizational goals.

• Provide direct support and active contributions to all aspects of the school activities & programs.
• Ensure the timely and satisfactory arrangement of all resource requirements for meetings, workshops, site visits, resource distributions, or other activities, including facility and equipment use, technology, catering, transportation, and the dissemination of related documentation and materials; coordinate closely and communicate respectfully with colleagues in relevant organizational departments to ensure alignment of goals and responsibilities.
• Collaborate with the Finance, Procurement, and Operations Departments on identification, procurement, and utilization of all SCHOOL-related resources, in alignment with organizational budgets, policies and procedures.
• Data & Knowledge Management: support all aspects of Monitoring & Evaluation (M&E) activities to accurately measure program impact.
• Ensure the accurate completion of all M&E-related tasks on a school-by-school and program-by-program basis, including data collection, data entry, data authentication, specified photos and videos, recordkeeping,and preparation of accurate  reports.
• Develop and update tools for the dissemination of accurate information and access by key stakeholders to up-to-date data in key defined areas, including photos and quantitative and/or qualitative data required by the Development Team in support of social media and other donor-facing impact reports.Communication: promote intra-departmental and intra-organizational alignment through clear and frequent communication channels.
• Facilitate, manage, and monitor all departmental communication channels, including Google Calendar and What’sApp groups.
• Document and maintain accurate departmental meeting minutes, reports, and decision.
• General Administrative Roles -- ensure compliance with policies and procedures for all program functions and activities, including budgeting and procurement, operations and facilities, human resources and staffing, recordkeeping, and legal compliance.
• In collaboration with the Finance Department, prepare and manage programmatic & operations budgets in compliance with organizational policies, procedures, and directives; actively seek and pursue strategies to decrease costs while increasing quality of services and impact.
• In collaboration with the HR and Operations Departments and the Academy, establish, communicate, manage and maintain a programs calendar and itinerary of activities, proactively informing key stakeholders to ensure facility, equipment, transportation, and staffing requirements, and to mitigate potential conflicts.
• Organize and manage all records, documents, and data consistent with required protocols, including the development and daily upkeep of an online platform for recordkeeping that ensures data integrity andprovides secure access by key stakeholders

POSITION SPECIFICATIONS

Education and Work Experience:

• Bachelor's degree/Diploma in Business Administration, Program Management, ICT, or a related field
• 3-5+ years’ administrative experience, preferably at an NGO

Knowledge, Skills, and Abilities:

• Superior project management skills -- self-reliant, results-oriented, flexible, collaborative, and proactive.
• Advanced skills in Microsoft Excel, Google Sheets, and other foundational computer applications
• Exceptional written and oral communication skills.
• Well-developed interpersonal skills; ability to interact with stakeholders at all organizational levels.
• Ability to manage and be strictly accountable for the handling of confidential and sensitive information.
• Ability to respond quickly and maintain composure in situations that impact health, safety, and security.

Additional Requirements:

• A current, incident-free Children’s Check and National Police Check (Certificate of Good Conduct) is a strict condition of employment.
• Consistent with the management level of this position, some weekend and after-hours work is expected and required to meet organizational priorities.