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  • Posted: Jan 17, 2025
    Deadline: Not specified
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    Marie Stopes International is an international non-governmental organisation providing contraception and safe abortion services in 37 countries around the world. Marie Stopes International as an organisation lobbies in favour of access to abortion, and provides a variety of sexual and reproductive healthcare services including advice, vasectomies, and aborti...
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    Pillar 2 Administrative Assistant

    Key Responsibilities

    • Collate field reports on monthly basis for operations support and compliance officer review and approval.
    • Generate reports from various operations system for daily reporting to Operations support & compliance officer.
    • Raise all requests on the system on behalf of the Department and ensure prompt follow up with P&L for timely delivery.
    • Support the Field teams in ensuring the logistic support is offered including conference package, Accommodations, Vehicle requests -payments of hotels/suppliers for trainings and other conferences.
    • Collate and file all centres, departments, and staff licenses, with an active tracker on validity periods and notify the respective centre/teams when renewal is due.
    • Review and escalate SRN (store requisition notes) for further approvals and processing of the order by P&L.
    • Collate and file and track all centres referral MoU’s with hospitals and with emergencies doctors.
    • Frequent confirmation and dissemination of ambulance details, MoU’s, hotlines, and share as possible.
    • Support the department in organizing review meetings, including appropriate documentation of all meetings proceedings, action points, and progress against action points from previous meetings.
    • Collate and review of all claim forms in the departments for completeness and accuracy as per policy and escalating for further review and approval(s).
    • Review completeness and accuracy of cash request and/or surrenders documents before escalating for subsequent reviews and approval(s).
    • Archiving of all centres operational data and information relating to performance on SharePoint.
    • Documentation- accurate filing of all documents including staff and facility licenses, reports, workplans.
    • Conduct special delegated projects and other assignments as per the respective line manager requests.
    • Online archiving of all reports from field teams for ease of retrieval and future reference. 

    REQUIREMENTS

    Knowledge, skills, and attitudes

    Qualifications:

    • Diploma/bachelor’s degree in a business related course.
    • At least 3 years working experience in commercial operations, supporting a chain of reputable hospital/medical facility.

    Skills:

    • Proven experience as an Administrative Assistant or Office Admin Assistant
    • High regard for confidentiality and demonstrable integrity
    • Knowledge of office management systems and procedures
    • Commitment to excellent client care and the delivery of client-focused services.
    • High level of attention to detail
    • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
    • Excellent time management skills and the ability to prioritize work.
    • Proactive and anticipate need from teams and support.
    • Strong organizational skills with the ability to multi-task
    • Ability to work flexibly to meet service needs
    • Communication skills: to convey message clearly and concisely, in a manner appropriate to the target audience both in writing and verbally 
    • High level of professionalism and management of clients
    • Team player who accepts constructive criticism and is comfortable with giving constructive criticism.
    • Ability to remain calm under pressure

    Method of Application

    Interested and qualified? Go to Marie Stopes on hcm.mariestopes.or.ke to apply

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