Temporary Administrative Assistant at RTI International

Job Description

RTI is currently seeking to fill a vacancy for the Kenya Crops & Dairy Market Systems (KCDMS) Activity which is part of the Feed the Future program, America’s initiative to combat global hunger and poverty. In this regard, USAID is partnering with RTI International on a 5-year (Oct 2017 to Sept 2022) cooperative agreement – KCDMS Activity – to help increase agricultural production and reduce poverty and malnutrition in Kenya. The project will also spur competitive, resilient market systems in Kenya’s horticulture and dairy sectors. We seek to recruit a short-term Administrative Assistant to be based in the Kisumu office.

Job Summary:

The temporary administrative assistant coordinates all administrative procedures of KCDMS Kisumu Office. S/he communicates with and supports the project by working closely with the Administrative Assistant. S/he maintains regular contact with staff in the Kisumu office to ensure that the project receives support in the specific functional areas of the role. S/he is aware of procurement and administrative procedures in all activities. 

Essential Duties:  

1. Support the Administrative and office Assistant on all logistical arrangements and help in monitoring accurate distribution of commodities.
2. Organize for shipment of mail using local courier to Nairobi office – receipts, invoices for DA1 processing etc.
3. Coordinate the timely processing of vendor/supplier documents and other transactions for invoice processing.
4. Assist in the collection/collation of data or information needed in the preparation of reports and documents, as necessary, including collection and encoding for reporting.
5. General office management – Making follow ups on monthly utility bills and ensuring all office bills are paid in good time, monitoring and replenishing all office consumables e.g. stationery, kitchen items, water, milk etc.
6. Establish and maintain an efficient filing system of project documents specific to the project according to the established filing system of the Project
7. Assist the project and staff in organizing official business appointments as requested
8. Handle logistical arrangements for meetings and workshops i.e., preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participants, request for cash advance, participant attendance sheets as applicable and necessary
9. Provide reception back up when the Office Assistant and attendant are away.
10. Perform any other administrative duties assigned by the Administrative Assistant.

Qualifications:

1. Bachelor’s Degree or Diploma in administration/Office Management and 3 years of experience or equivalent combination of education and experience.

Skills & Abilities

1. Excellent knowledge of MS Word, Outlook, PowerPoint, Excel
2. Ability to multi-task
3. Ability to work well with others
4. Ability to listen and communicate well both verbally and in writing
5. Ability to work independently
6. Attention to detail and accuracy
7. Ability to obtain proper security clearances as noted by contracts