Administrative Associate at Amref Kenya

Job Purpose

The position holder will work closely with the project team, ensuring seamless coordination and execution. S/he will manage tasks delegated by the Project Manager and Project Officers, liaising with both internal team members and external stakeholders to ensure timely execution of assigned tasks and within approved budgets. S/he should be highly organized, adaptable, and
able to prioritize tasks while working independently.

Duties And Responsibilities

• Coordinate and oversee meeting schedules for the Project Team, ensuring timely communication and proper documentation of meeting minutes.
• Plan and organize workshops and other project-related events.
• Initiate procurement requests by liaising with relevant departments, tracking the procurement process, and ensuring the timely issuance of Local Purchase Orders (LPOs) and payments to vendors.
• Arrange and manage both virtual and physical meetings, including sharing meeting links, setting up video conferencing tools, sending reminders, preparing agendas, and ensuring that all necessary materials and resources are in place.
• Manage the induction process for new project staff, including organizing orientation sessions, introducing team members, and ensuring new hires have access to necessary resources and tools
• Oversee and maintain the project assets inventory, ensuring all equipment, materials, and supplies are properly accounted for, tagged, and updated in the asset management system. Ensure compliance with Amref policies and procedures related to procurement, finance, and human resources, maintaining proper documentation.
• Coordinate travel arrangements for project staff, including booking flights, and accommodations and managing travel itineraries as necessary

Qualifications, Skills And Experience

• Relevant university degree.
• Knowledge of modern office procedures.
• At least 2-3 years’ relevant experience.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Highly adaptable and capable of working independently or within a team.
• Proactive in identifying potential challenges and finding solutions.
• Excellent in written and verbal communication.
• Ability to prioritize and multitask.
• Ability to make timely and well-considered decisions based on organizational policies.