Administrative Assistant at PATH

PATH is seeking an Administrative Assistant who will be accountable for performing quality, efficient and hands-on administrative services with the supervision of the Senior Administrative Assistant.

This position will be based in Nairobi.

Responsibilities:

• Responsible for front office security ensuring all guests are logged.
• Manage and track office stationery and kitchen supplies.
• Responsible for processing travel and accommodation requests as needed.
• Responsible for registration of Stationery, Office supplies, travel, and hotel Invoices in Business World while ensuring prompt payment of bills.
• Ensure that the PATH travel policy is applied in the execution of day-to-day tasks.
• Participate in regular meetings with service providers to review the progress.
• Assist with planning workshops, trainings, and other events.
• Prepare a weekly schedule of PATH travelers (incoming and outgoing). Work closely with Senior Admin Assistant for accurate information sharing.
• Assist with scheduling travel and vehicles for Nairobi-based staff.
• Assist with the tracking and updating of PATH asset database.
• Assist with following up with vendors on equipment that go for warranty checks and repairs.
• Handle incoming and outgoing mail including courier services; prepare mail labels for outgoing mail, log in and stamp incoming & outgoing mail appropriately.
• Maintain the appearance of the lobby/reception area.
• Update PATH staff contact lists.
• Schedule and monitor regular service of water dispensers.
• Answer telephone calls, take messages, and ensure staff receives messages in a timely fashion.
• Support with document preparation such as typing, photocopying, and scanning as assigned.
• Receive documents and other deliveries for the office, ensuring that these are distributed to respective addressees.
• In the absence of the Senior Administrative Assistant, allot seating space to visitors who require to work from the PATH Kenya office.

Required Experience

• Bachelor’s degree in Business Administration or related qualification with at least three years of experience in a busy office environment.
• Knowledge of Administrative Assistant roles, Finance practices, and procedures.
• Ability to understand and follow complex oral and written instructions and establish and maintain good working relationships with officials, other employees, and the general public.
• Ability to perform a variety of important urgent, confidential, and complex tasks with constantly changing priorities for the Administrative and sometimes management staff.
• Excellent oral communication and cohesive interpersonal skills, with the ability to work under pressure and deal with people of varied orientations.
• Considerable skill in the operation of a computer. Proficiency in all Microsoft Office programs. Excellent analytical skills, high attention to detail
• Ability to establish and maintain office records and files, interpret rules and regulations, and apply them to work situations.
• Dynamic, Creative & innovative person with considerable tact and poise.
• Have self-drive and motivation.
• Strong time-management and organizational skills