Administrative Assistant at Feed the Children

Station: FEED Gigiri Office -Nairobi

Reporting to: HR/Admin Officer

Purpose:

To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers.

Major responsibilities:

• · Receive & schedule all visitors to the office, respond to their requests and maintain a record.
• · Maintain and operate efficient communication through the telephone switchboard and mobile connection.
• · Record telephone bills utilization and submit monthly report for analysis by the HR & Admin Officer.
• · Assist with booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
• · Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
• · Ensure for effective and efficient use of the photocopy and other office equipment by departments.
• · Secure bookings of external meeting facilities as/and when required.
• · Manage the tracking sheet to ensure smooth flow of documents from end user to the different signatories.
• · Liaise with the Transport coordinator to keep a record of the program’s vehicles located in the Gigiri office and usage.
• · Ensure all office repairs and breakages are reported to the operations department on time for action.
• · Ensure cleanness of the office kitchenette and launch area is maintained at all times.
• · Timely coordination of activities within the Administration sections.
• · Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
• · Responsible for opening and locking of the main office block and other rooms after work hours.
• · Maintain office security by following the laid down procedures for visitors.
• · Manage and maintain the office Stores for accountable handling of goods in the store and proper records.
• · Responsible for the Custody of small office equipment Cameras, phones, and other IT equipment.
• · Support in handling HR duties when called upon.
• · Handle any other duties as assigned by Supervisor.

Minimum Qualifications:

• Degree in Business Management Training in Front Office Management / Customer service.
• Professional experience operating telephone switchboard and handling flight bookings
• Minimum of three years of experience as Admin Assistant/Receptionist with at least 1 year in INGO set up.
• Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and Digital cameras.
• Good knowledge of Computer applications, MS Office packages etc.
• Understanding of Office management systems and HR practices.
• Understanding and ability to abide with Child Protection Policies.

Preferred Skills

• Excellent Communication and interpersonal skills.
• Excellent Organizing and planning skills with attention to detail.
• Creativity and problem-solving skills.