Administrative Associate – WHEEL Project at Amref Kenya

MAIN PURPOSE OF JOB

To provide administrative support by ensuring effective coordination, planning and monitoring of office administration, logistics reporting and communication. The Project Administrative Associate reports to the Project Officer

OTHER RESOURCES UNDER YOUR RESPONSIBILITY

• Laptop
• Printer (photocopier and scanner)
• Water dispenser
• Office WIFI
• Project vehicle
• Office furniture
• State of rooms, lights, blinds etc.
• Other assets acquired in the financial year.

KEY RESPONSIBILITIES
Administrative

• Provide comprehensive administrative support to the project team at the office and in field activities.

Finance

• Support financial processes, as per relevant Amref policies, to support project implementation. This includes:
• Procurement process to completion, including processing of invoices.
• Management of field activity advances to completion.
• Managing office float and requisition of office consumables.

Reception

• Receives all visitors and acts as the first point of reference for all enquiries for the project.

Planning

• Coordinates the project calendar of events with the relevant offices both internal and external. These are both annual planning and ad hoc planning of activities and project work plan.

Organising

• Manages the execution of events including meetings workshops and other work-related gatherings within the project.

Reporting

• In charge of compilation processing and distribution of a variety of reports including minutes of various meetings, programme monthly, quarterly and annual reports
• Maintain the reporting schedule and send reminders of deadlines to report owners

Information management

• Develop and maintain relevant databases and filing systems for optimal management of information and contacts for the project.

Custodian of project assets

• Maintaining an updated inventory at all times.
• Ensures compliance with maintenance/servicing schedules for all project assets.

Supervision

• Supervises programme support staff: drivers, messengers, cleaners.

Transport

• Programme logistics including local transport for staff, managers, outreach specialists and visitors, air tickets and taxis.
• Hotel and flight bookings

Support field work activities as per team needs for additional support.
REQUIRED QUALIFICATIONS
Education; Knowledge and skills

• Degree in Business Management/Administration

Relevant certifications

• Minimum of 1-3 years’ work experience in a high-engagement administrative role, preferably at Amref Kenya
• Excellent writing and oral communication skills
• Good interpersonal skills and versatility
• Proficient knowledge of MS Office (Word, Excel, PowerPoint, and Outlook)

Competencies

• Strong interpersonal skills
• Attention to detail and a high level of accuracy in all work
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Discretion and professionalism when dealing with sensitive information
• Self-driven professional

ENVIRONMENTAL CONDITIONS

• Corporate Policies, Systems, Procedures and Methods
• The job requires a comprehensive knowledge of Amref Health Africa’s finance and procurement policies and procedures

Work Environment

• Normal office environment at the workstation
• A positive work environment that ensures psychological safety.
• Open collaboration with the project team in order to achieve project goals.
• Field work support in remote project sites with basic amenities.
• Regular consultation with the team to ensure smooth project implementation.
• Organize social events to enhance team work

 Hours of Work

• 38 hours per week, Monday to Thursday official working hours from 8.00am to 5.00pm with one (1) hour lunch break from 1pm to 2pm. Friday official working hours from 8.00am to 2.00pm.
• Job holder may occasionally be required outside normal working hours due to unique circumstances.