Administrative Assistant at Orkidstudio

Are you a skilled organiser who is talented in administrative and secretarial work? Are you motivated by working in a dynamic startup environment? Do you have a passion for contributing to community empowerment through your work? Orkidstudio wants YOU.

Quick Overview:

Reports to: Executive Director

Location: Nairobi (Kileleshwa Area), Kenya

Experience: Minimum 3 years in relevant professional employment

Detailed Job Description:

The Admin Officer shall be a self-starter able to handle all administrative, secretarial and organisational tasks. The role will be split between carrying out work on behalf of the company in general as well as serving as a direct assistant to the Executive Director and, from time to time, the other company Directors. The Assistant will also serve as a ‘front-of-house’ position and will be expected to welcome visitors and other guests to the office and field any incoming queries.

COMPETENCY:

• Direction:
  • You ensure you have a clear direction and sense of common purpose that guides what you do and how you approach your work;
  • You are disciplined in following the organization’s processes including: Financial and procurement procedures and administration/ record keeping. You are diligent in maintaining organised records and documents, stored in the correct location. You make available, readily share/issue documents to the team as needed;
• Energy:
  • Energy, job motivation, initiative - You are energetic and committed to get work done and motivate people around you to do the best they can;
  • Actively participate as part of the team, are considerate of your colleagues and helpful in day to day activities including emergency situations;
  • You achieve and maintain a satisfactory level of knowledge and skill to do your job.
• Capability:
  • You build your own and other people’s capabilities, directly and indirectly;
  • Problem solving expectations - You identify risks, explore and analyze to come up with appropriate solutions;
  • Planning and organization - You are proactive in your approach, you schedule actions, priorities and outcomes. You document work well for personal referencing and for both internal and external communication;
  • Integrity - You align with Orkidstudio values and policies. You are trustworthy and honour confidentiality of personal and organization information;
  • Stress management - You maintain a stable performance under day to day pressures, you are courteous to your colleagues as well as to visitors, clients and other company partners.
• Relationships:
  • You communicate effectively and build productive internal relationships with the Orkidstudio team and external relationships with Orkidstudio partners.
• Change:
  • You support continuous improvement and change and constantly look for ways to do things better.
• Performance:
  • You get things done, achieve the organization’s aims;Communication expectations - You express yourself clearly, effectively, courteously. You provide timely and accurate information. You can listen and assert ideas. You are able to clearly and calmly communicate challenges;
  • You take responsibility - Are accountable for your behaviour, attitude and actions. You recognize and accept your role in the overall organization and in your respective team.

KEY RESPONSIBILITES:

(All apply to full company needs, except where specified)

• Acting as a first point of contact: dealing with visitors to the office and incoming phone calls or general email correspondence;
• Managing diaries and organising meetings and appointments, often controlling access to the Executive Director;
• Reminding the Executive Director of important tasks and deadlines;
• Booking and arranging travel, transport and accommodation;
• Organising attendance at events and conferences;
• Typing, compiling and preparing reports, client proposals, presentations and correspondence;
• Taking, preparing and issuing meeting minutes;
• Managing databases and filing systems;
• Implementing and maintaining procedures/ administrative systems;
• Liaising with staff, suppliers, clients, funders and other partners;
• Collating and filing expenses on behalf of the Executive Director;
• Completing forms/ applications;
• Running out-of-office errands from time to time as required;
• Preparing or transcribing documents, including contracts, MOUs and other legal documents, based on templates;
• Undertaking desktop research to identify sources of information or evaluate options for products, services or other resources;
• Management of work permit processes for expatriate staff;
• Any other miscellaneous tasks as required.

KEY SKILLS:

• Very good oral and written English language communication skills;
• Strong communication skills;
• Tact and diplomacy;
• Discretion and trustworthiness;
• Organisational skills and the ability to multitask;
• A knowledge of standard software packages (particularly MS Office) and the ability to learn new software if required;
• The ability to be proactive and take initiative;
• Flexibility and adaptability.

Desired Candidate Profile

Does this sound like you?

• Minimum 3 years’ experience, in secretarial, administrative or other related professional work.
• Degree level qualifications not essential, however, relevant degress (e.g. in communications or business administration) will be considered a bonus.
• Passionate about contributing to a startup and social impact.
• Independent and proactive worker, able to perform to an exceptionally high standard under pressure.

Practical Details

• Location: Nairobi, Kenya
• Salary Range: Ksh 60,000 – 80,000 gross per month, to suit experience of level of candidate
• Benefits: Private Health Insurance (all staff)
• Full-time permanent contract, with 3 months’ probation
• 21 days annual leave, excluding public holidays