Administrative Assistant at Marie Stopes

Key Responsibilities

• Cross-Cutting Responsibilities
• Workplan Coordination
• Consolidate all team workplans and share with respective leads by the 1st of every month for approval.
• Financial Facilitation
• Review surrenders, claims, and advance requests for all supported team members and facilitate their timely processing.
• Procurement Support
• Assist team leads and staff in preparing requests through Tradogram and follow up with Procurement & Logistics (P&L) for timely delivery.
• Support supplier pre-qualification processes for regularly used consumables as needed.
• Field Operations Support
• Follow up with field teams tensure logistics support is provided (conference packages, accommodations, vehicle requests, and hotel/supplier payments).
• Prepare a monthly logistics support tracker tassist with budget monitoring and prevent overruns.
• Training and Event Coordination
• Provide logistical support for trainings, including booking flights, accommodation, local travel, communication with participants, and raising requisitions on Tradogram.
• Coordinate administrative and budget-related preparations, and facilitate timely payments for workshops, trainings, and materials.
• Data Verification and Spot Checks
• Participate in data validation exercises and spot checks using digital tools as delegated by the leads.
• Operational Efficiency
• Ensure accurate documentation and filing of all programmatic and financial documents on SharePoint.
• Act as a liaison between field teams and central support functions tremove operational barriers.
• Maintain effective communication between field teams and the Support Office.
• Track and verify promotional materials, registers, commodities, and supplies, ensuring correct quantities are ordered, distributed, and recorded according tforecasts.
• Financial Documentation and Compliance
• Support leads in managing all cash and financial transactions in line with organizational policies.
• Ensure all field expenses, advances, and reconciliations (including per diems) are submitted fully, correctly, and on time, in compliance with SOPs.
• Provide training and support tfield teams on financial and administrative documentation requirements, and ensure all necessary tools are available.
• Reporting, Coordination, and Meeting Support
• Ensure activity workplans and reports are properly circulated trelevant teams tenhance coordination.
• Support leads in organizing review and planning meetings, including minute-taking, documentation of proceedings, and tracking progress on action points.
• Data and Information Management
• Archive operational data and performance information on SharePoint.
• Update various SharePoint databases (e.g. performance narratives, stock levels, staff training records).
• Maintain an efficient and accessible archiving system for use by team leads.
• Other Duties
• Perform any other duties as assigned by supervisors tsupport program efficiency and effectiveness.
• KPIs

Qualifications

• Diploma in business management or related field
• 1-2 years administrative support experience
• Knowledge on, and values-alignment with the MSI Reproductive Choices Kenya and its commitments
• Excellent written and verbal communication skills (English).
• Strong organizational, and time management skills, with experience of self-management,  meeting deadlines and working with minimum supervision.
• Proactive, with the ability twork independently and as part of a team.
• Willingness tlearn and keeping a healthy attitude tquick and changing requests 
• Demonstrated ability tsupport the organizing and implementation of events and meetings.