Administrative Assistant at Sightsavers

Responsibilities

• As the Administrative Assistant you will:

Front office duties

• Answer, screen and forward incoming phone calls.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
• Provide basic and accurate information in-person and via phone/email.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, opening office door).

Office support services

• Facilitate travel needs of staff and visitors as needed in collaboration with the office driver and with taxi companies and /or travel agencies.
• Coordinate the travel and accommodation of foreign staff and visitors to Kenya in conjunction with the head office travel department. This includes travel visas as and when needed, arranging airport transfers, ensuring accommodation, meals and any other visitor requirements are attended to.
• Make requisitions for small petty cash payments to staff/or suppliers with relevant approvals and call on suppliers to collect cheque payments.
• Facilitate meetings at the office or hosted by Sightsavers outside the office by ensuring adequate amenities (coffee, teas, lunches) are in place.
• Take minutes during meetings as and when requested.
• Facilitate an effective working environment by ensuring timely opening of the office and ensuring that all essential services (utilities, internet, telephone), supplies, stationery and amenities are available to staff and visitors as needed.

Procurement

• Liaise with Admin Officer for office procurement requirements.
• Request various supplies on behalf of staff as requested.
• Maintain stock for office supplies and replenish when required.

Skills and Experience

• As the successful candidate you will possess experience in a similar admin role, and/or hold a tertiary qualification in Front Office Management or Administration (At least a Diploma).

Further requirements include:

• Experience in organising; project/programme meetings, staff travel, seminars and other project related activities.
• Experience taking meeting mintues.
• Proficiency with Microsoft Office applications.
• Excellent organisational skills.
• Experience booking travel and accommodation for visitors and staff.