Administrative Assistant at Jhpiego

Responsibilities
Front Office Management

• Managing front office Making Hotel Bookings for Visiting guests and processing their invoices
• Receiving Jhpiego Guests and Answering phone calls
• Receiving mails and distributing them required
• Tracking and updating the GSR/Invoice Tracker
• Processing ALL Jhpiego invoices and raising Admin related GSRs
• Validating parking for staff
• Relieving Operations Assistant
• Opening the office and ensuring its security

Asset Inventory

• Track Inventory in the internal tracking system
• In liaison with the Administration Manager, periodically update the inventory system
• NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:
• model the mission and values stated above
• participate in the business development process
• contribute to the knowledge sharing and transfer process
• make responsible decisions that result in time and cost containment and clear accountability
• participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
• multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives

Required Qualifications:

• Bachelor’s degree in Business Administration/Management with 2 years’ experience in an NGO setting
• Or Diploma with Minimum 3 – 4 years’ relevant experience in procurement
• Strong problem solving and excellent decision making
• Experience with QBE
• Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
• Work well under pressure and prioritize to meet deadlines.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Strong oral and written communication skills; fluency in English is required.
• Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Preferred Qualifications

• Basic understanding of COVID-19, MCH, HIV/AIDS, RH/FP and Health related issues, with a global focus is necessary. 
• Excellent organizational skills including the ability to multitask
• Be of high integrity and able to maintain confidentiality.
• Proficiency in both written and spoken English and Kiswahili.
• Abilities/Skills: (action, i.e. negotiate, manage, exercise independent judgment, network, train, etc.)
• A broad variety of programmatic, administrative, financial, and computer skills (including Word Access, Excel, PowerPoint, Outlook, and Access), which may need to be acquired through very quick learning.
• Experience in team working and multi-cultural staff.
• Excellent organizational skills.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Attention to detail and accuracy in data management, analysis, and reporting
• Strong presentation and communications skills, oral and written
• Ability to communicate effectively, instilling trust and confidence.
• Experience in managing teams and supervising multi-cultural staff.
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization.