Administrative Assistant at Corporate Staffing

Duties & Responsibilities
Reception

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration

• Sort incoming mail and courier deliveries for distribution
• Prepare and send outgoing mail, and courier parcels
• Forward incoming general e-mails and calls to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other project staff
• Make travel/flight bookings, meeting and other arrangements for various project staff
• Coordinate the maintenance of office equipment. i.e. Printers

Procurement

• Assist the Administration Officer with sourcing for quotes as requested
• Assist the Administration Officer coordinating with suppliers to ensure correct and timely delivery of goods and services
• Collecting quotes, bids and proposal and forwarding them to the administration officer for evaluation
• Maintaining a proper filling system according to established records management procedures.
• Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements.
• Process accounts payable ensuring timeliness and accuracy of information.
• Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup.
• Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment.
• Administer office petty cash according to established procedures.
• Preparations of various information/ reports as may be requested.

Essential Qualifications, skills and experience

• Degree or Higher Diploma in Business Management or related is required.
• Procurement qualification an added advantage.
• Two years’ office administration/ secretarial experience including a busy reception desk is required.
• Highly organised and attention to details.
• Knowledge of basic MS Office (email, spread-sheets, word, databases, job-related software,
  etc.) is required.
• Team-work and participation.
• Ability to communicate clearly.

Desirable Skills

• High level of self-supervision and ability to take initiative.
• Reporting Skills, Administrative Writing Skills, Managing Processes and Professionalism.
• Basic accounting or book keeping skills is preferred.
• Commitment to and understanding of AAH-I’s vision, mission, and value
• Demonstrated strengths in relationship management; able to work with diverse groups of people in multicultural, team-oriented environment.

How To Apply
Interested candidates should email application letter and CV (with 3 referees) addressed to recruitkenya@actionafricahelp.org.