Administrative Assistant
Description
The administrative
assistant shall be responsible for administrative and operational support in
the execution of Health programs, initiatives, and activities in-line with the
Foundation’s mission of championing access to affordable quality healthcare services.
He/she shall:
Responsibilities
- Be responsible for procuring
venues, organizing meals, stationery, accommodation bookings, vendor
contracts, transport, and other logistical components of the main events. - Coordinate and work with
vendors/suppliers to ensure they provide proper services. - Coordinate guest lists, food
service arrangements, menu planning, decorative and table set up. - Monitor event registration and
manage guest participation with guidance from the programs manager - Provide general administrative
support during conferences, workshops, and various trainings. - Assist in developing and
maintaining filing system and data base for managing Program
documentation, including concept notes, project proposals, project
agreements, contracts etc., ensuring easy retrieval of the same. - Maintain files for the
Foundation and updating Health Pillar’s policies and procedure manuals
(PnPs). - Improve/tighten
storage/retrieval systems; update and manage indexes. - Ensure purchase requisitions
for all goods and services are well documented and in line with the
group’s policies - Work closely with EGF finance
department to ensure that all invoices are correct, and the service
providers are paid within one month from the date of the invoice - Ensure supplier creation into
the ERP system to facilitate payments - Handle correspondences for the
program - Respond to queries from walk in
visitors about the health program - Organize transport for staff
going for field visits, meetings; both locally and internationally. - Schedule program meetings and
taking minutes - Stationery control for the
program - Maintain an asset record for
the program - Handle dispatch for the program
- Handle new staff onboarding-
work station allocation, set up on emails and all systems in conjunction
with HR and IT.
Qualifications
- Bachelor’s Degree from a
recognized university
- Proficient in MS Office (Word,
Excel, Outlook, and PowerPoint) - Prior experience &
demonstrated ability in administrative functions for programmatic work - Experience handling donor
requests and funding related documentation and reports. Experience working
with development / funding partners presents an added advantage - Ability to prioritize and take
initiative - A team player with strong
organization, communication, and interpersonal skills - Creative, open-minded,
flexible, able to analyze and make decisions - Able to set clear objectives,
coordinate multiple tasks, trouble shoot and & work across teams to
meet short-and long-term deadlines - Results driven
How to Apply
https://jobcenterkenya.com/admin-assistant-job-in-kenya-53/
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