Administrative Assistant at World Concern

Primary Responsibilities:

• Perform a wide range of administrative and office support activities for the Africa Office; providing support in the various Administration functions by organising and coordinating office operations and procedures in order to ensure organisational effectiveness and efficiency.
• Manage the central communication functions of the regional office including telephones, WC email account and central reception. Under the direction of the Regional Human Resources and Administration Manager provide administrative support to Africa Office staff.
• Represent World Concern in a positive professional manner to all guests, visitors, vendors, staff and beneficiaries.

Essential Functions:

• Maintain a warm welcome, provide information to staff, receive all messages, communication, visitors and telephone callers to World Concern and direct them accordingly.
• Maintain a staff notice board in an attractive manner making sure posted items are relevant & timely.
• Ensure public areas (especially guest reception) are maintained in a professional manner using visual aids to reinforce the mission, mandate & values of the organisation.
• Oversee the operation of the switchboard, photocopier and fax machines. This includes maintaining various logs for these operations for managerial and billing purposes and effectively liaise this information with accounts and the Logistics and administration Manager.
• Maintain an updated list of telephone contacts for staff and other agencies for easy reference.
• Receive & date-stamp correspondence and distribute the same to the respective people in a timely manner.
• Responsible for email addressed to WC general email account.
• Schedule and maintain a conference room calendar.
• Ensure that office procedures are being followed on a regular basis including security procedures.
• Manage the stationery usage and other office supplies for the Africa office.
• Keep the Human Resources and administration Manager informed of necessary repairs and
• Coordinate with him/her regarding necessary office repairs. All expenses must be approved in advance.
• Coordinate travel and bookings for staff and visitors as requested in coordination with the Human Resources and administration Manager.
• Provide orientation to new staff on office routines.
• Offer suggestions, support and encouragement in planning office operations.
• Maintain and foster Christian values in all relationships and work responsibilities.
• Organise and purchase monthly/weekly office supplies
• Prepare and distribute Prayer calendar on monthly basis
• Prepare and share the monthly devotional schedule
• Oversee the Library use and take note and record of books usage
• Organise farewell parties and gifts for staff and any other events in-house
• Provide administrative support to individual staff as requested
• Supervise the office assistant to ensure a high standard of cleanliness & neatness of the office
• Any other duties as assigned by the Human Resources and administration Manager and other senior managers

Qualifications & Experience:

• Minimum Diploma in Business administration or Secretarial Studies
• At least 2 years’ experience in a similar position.
• Strong work ethic and commitment
• Good interpersonal and relationship management skills
• Attention to detail and proficiency in use of Ms Office (Ms Access, Ms Excel, Ms Word, PowerPoint) and Internet based applications
• Goal oriented and has the ability to work under pressure
• Fluency in spoken and written English.

Measurability

• Fulfil primary responsibilities as described above.
• Visitors & guests are made to feel welcome and important.
• Staff receives prompt courteous information.
• Accuracy in correspondence and finance transactions
• Punctuality & attendance are made a priority
• Ability to manage and resolve conflicts in a mutually respectful manner
• Maintain a positive and constructive attitude
• Operate within World Concern communications standards for timeliness

Working Conditions/Environment

• The position is Based in the WC Africa office, Nairobi
• The Nairobi office has a multicultural international work environment
• The office is open Monday-Friday between 7.30 a.m. – 4.00 p.m.
• The job may require the person to work extra hours to meet deadlines

FEMALE CANDIDATES ARE PREFERRED FOR THIS POSITION

Deadline: 18th February 2022.