Administrative Assistant at Lutheran World Federation

Unit Summary

This position combines expertise in administrative work with facilities management responsibilities and ensuring the smooth operation of teachers’ compounds, main offices, accommodations, and cleaning services for LWF Dadaab area Program.

Overall purpose/Broad function

The administrative assistant will ensure organization’s office activities run smoothly and efficiently with the primary goals being to direct and supervise the support services of the organization thus facilitate successful outcomes. The incumbent will conduct his or her duties in respect of the LWF Charter on Child Safeguarding Policy and against Sexual Exploitation and Abuse Policy.

Key duties and responsibilities

• Maintain the R&R schedule and maintain leave tracking to ensure complete documentation for movement at all times for Dadaab based staff.
• Maintain and update all administration files and general records in an organized manner for easy information and record retrieval.
• Assist in organizing and coordinating logistical arrangements pertaining to various events such as meetings, briefings and work related travel/accommodation and attend meetings.
• Ensures that office premises, furniture and equipment are properly managed and maintained in liaison with the Logistics Officer.
• Request for supplies (office and accommodation) i.e. stationeries, consumables, linen, toiletries and cleaning material on time, distribute to staff/outsourcing company and track usage
• Assists with completion of necessary reports or compilation of information as requested.
• Ensures that office premises, furniture and equipment are properly managed and maintained in liaison with the Logistics Officer.
• Co-ordination of cafeteria and supervision of the staff at the cafeteria to ensure cleanliness in the kitchen and ensuring all kitchen staff have met the set criteria to operate in the kitchen and have food handler’s certificates.
• Request for food supplies and ensuring that sufficient food has been ordered and supplied promptly to the different camps on time and in the required quantities.
• Receive invoices and review for accuracy before onward ensure that sufficient food has been ordered and supplied promptly to the different camps on time and in the required quantities.
• Travel & Accommodation co-ordination arrangement and key contact person for flight bookings for Dadaab based staff in liaison with Nairobi office.
• Perform clerical duties
• Coordination of accommodation booking in for visitors in Dadaab and ensure they are invoiced for payments.
• Oversee general compound maintenance across the residential compounds. (Plumbing, Carpentry and Electrical)

Supervisory responsibilities

• Oversee cleaning staff and follow up on the general compound cleanliness, hygiene, and services provided to ensure common staff areas and cleanliness levels are well adhered to
• Participate in induction and orientation of new staffs that joins the organization on how they interact with Organization’s facilities.

Education/Professional Designations/Experience:

• Minimum of a Diploma in Business Administration, Human Resource or related field from a recognized Institution. A Bachelor’s Degree will be an added advantage
• At least 3 years’ experience in an administrative role.

Other Specific Skill Requirements:

• Knowledge of health and safety regulations and best practices in facilities management.
• Strong emphasis on accuracy and details
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Proficient in Microsoft Office programs, such as Excel
• Good time management and organizational skills
• Basic mathematical knowledge
• Strong organizational skills, attention to detail, and the ability to multitask effectively.
• Excellent communication and interpersonal skills for coordinating with staff, contractors, and vendors.
• Problem-solving mindset and the ability to make decisions under pressure.
• Proficiency in using computer applications and maintenance management software.

Success Factors:

• A clear understanding of the facilities operations(SOPs) and following the right procedure when receiving, asset & facilities management and also ability to enforce compliance with LWF World Service and donor policies and procedures
• High level of dependability and productivity at the work place
• Excellent problem solving and decision-making skills
• A demonstrated ability to work well as a team player with high degree of initiative, flexibility and tolerance
• A demonstrated ability to work quickly and accurately, meet deadlines and process information
• High level of accountability, honesty, transparency and professional integrity
• Promoting team work within the organization while working with other colleagues.