Adminstrative Assistant at Feed the Children

Principal Responsibilities

Admin duties

• Schedule all visitors to the office, respond to their requirements and maintain a record.
• Maintain and operate efficient communication through a telephone switchboard and mobile connection.
• Keep a record of telephone usage and submit monthly report to the supervisor.
• Assist in booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
• Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
• Ensure the effective and efficient use of the photocopy and other office equipment by departments.
• Secure bookings of external meeting facilities as/and when required.
• Ensure all repairs and breakages are reported to the operations department on time.
• Ensure cleanness of the office kitchenette and launch area is maintained at all times.
• Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
• Responsible for opening and locking of the main office block and other rooms after work hours.
• Maintain office security by following the laid down procedures for visitors.
• Any other duties as assigned by line manager.

Finance Support Duties

• Management the Gigiri Stores that supports all offices
• Raise payments for offices bills, including other services like ticketing, cabs, staff airtime
• Work with finance office Track payments for the field offices
• Assist in the dispatch of cheques to vendors

HR Support Duties

• Assist in the recruitment process by calling candidates for interviews and induction to the Gigiri office.**
• Assist in processing of new staff ID and Distribution of promotional materials to staff**
• Assist in filing of HR documents**
• Assist in raising NHIF, NSSF and NITA Documents**
• Any other duties assigned by the HR Business Partner**

Job Level Specifications

• Excellent Communication and interpersonal skills.
• Able to work under pressure with minimal supervision
• Professional experience operating telephone switchboard and handling flight bookings
• Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and digital cameras.
• Good knowledge of Computer applications, MS Office packages etc.

Experience

• Minimum of two years of experience as a Receptionist/Admin Assistant with at least 1 year in INGO.
• Experience in HR and Finance support duties

Education/Certifications

• Diploma in Business Management. A Degree on the same will be an added advantage.
• Training in Front Office Management / Customer service.