Administration Assistant (She Soars Project) at CARE

ROLES AND RESPONSIBILITIES

Office Assistance and Administration

• Manage day-to-day administrative functions/operations for the Project.
• Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision.
• Ensure effective and efficient documentation and correspondence management for the project.
• Arrange for meetings and take minutes during staff meeting and disseminate accordingly in good time. 
• Offer secretarial services. 
• Facilitate hotel accommodation arrangements for staff and visitors upon request.
• Prepare and share Itineraries for the visits and share with the visitors/Staff in good time ahead of the visits.
• Make logistic arrangements for Project related activities.
• Ensure proper filing is done for the program office in both soft and hard copies.
• Management of all administrative functions required by the projects. 

Procurement Support

• Support the Procurement Office by ensuring that all procurement activities and systems are implemented and managed to ensure adherence to CARE Policies and Procedures and services to the project are efficient.
• Liaise with procurement for project related purchase needs and for project related purchase needs and follow-up of the same. 
• Ensures that the Purchase Requisitions are raised for the services required.  
• Ensures that all vendors’ invoices for the services delivered are forwarded to Finance Office through procurement office for payment.  
• Ensures that all goods ordered are received and confirms the same to procurement office.

Assets and Facilities Management

• Fleet Management: Ensures that vehicle repairs and maintenance are done effective upon notification by the driver concerned. 
• Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision. 
• Premises Management: Oversee office repairs and the grounds cleanliness and maintenance, responsible for the opening and closing of the office daily on official working days and hours. 
• Asset Management: In liaison with the project team, ensure that all asset in place are accounted for and are in safe custody for the Siaya Office and the report filed with the Administration team in main office.
• Keep records of office equipment maintenance contracts and monitor services.

Support to HR Department

• HR support: Custodian of confidential and personnel records for all staff in Siaya 
• Perform and assist in any matters of human resources related as may be requested or required by the HR Manager 
• Supports the HR department on new staff orientation in Siaya

Support to Finance Department

• Petty Cash: Petty Cash holder for the Siaya office and ensures management as per the Petty Cash Policy 
• Ensure that all projects/staff payment documents are forwarded to Finance Office for payment
• Any other duties as may be assigned by the Line Manager

Qualifications

Education/Training 

Mandatory 

• Bachelor’s degree in business related field or
• Diploma in Business Administration and Certificate in Secretarial Studies, Computer training in MS office.

Experience and Competencies Required 

• At least 2 years of working experience in a similar role in a busy environment.  
• Effective communication, teamwork, good public relations, self-driven, problem solving and decision-making skills.  
• Good organizational and interpersonal skills. 
• Ability to multi-task. 
• Knowledge in applicable system software in place. 
• Office Management skills. 
• Exemplary computer skills with proficiency in MS Office.
• Fluency in English and Kiswahili. 
• Experience in Office administration and management.