Administrative Assistant - CASCADE Project

Job Description

CARE Kenya is seeking to recruit an Administrative Assistant to be based in Nakuru to provide professional administrative support services to the CASCADE project. She or he will also be responsible for the overall general office administration and the provision of logistical services, procurement support as well as manage, supervise and monitor all aspects of  Nakuru Sub-Office
 
Program Administration-30%

• Manage day-to-day administrative functions/operations for the Project 
• Ensure effective and efficient documentation and correspondence management for the project
• Arrange for meetings and take minutes during staff meeting and disseminate accordingly in good time.
• Offer secretarial services

Program/Project Support-20%

• Prepare and share Itineraries for the visits and share with the visitors/Staff in good time ahead of the visits. 
• Make logistic arrangements for Project related activities. 
• Ensure proper filing is done for the program office in both soft and hard copies. 
• Management of all administrative functions required by the projects.

Procurement & Logistics-20%

• Support the Procurement team by ensuring that all procurement activities and systems are implemented and managed to ensure adherence to CARE Policies and Procedures and services to the project are efficient.
• Liaise with procurement for project related purchase needs and for project related purchase needs and follow-up of the same.
• Ensures that the Purchase Requisitions are raised for the services required.
• Ensures that all vendors’ invoices for the services delivered are forwarded to Finance Office through procurement office for payment.
• Ensures that all goods ordered are received and confirms the same to procurement office.
• Facilitate hotel accommodation arrangements for staff and visitors upon requests.

Provision of HR and Administrative Function-30%

• HR support: Custodian of confidential and personnel records for all staff in Nakuru
• Perform and assist in any matters of human resources related as may be requested or required by the HR Manager
• Supports the HR department on new staff orientation in Nakuru
• Fleet Management: Ensures that vehicle repairs and maintenance are done effective upon notified by the driver concerned.
• Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision.
• Premises Management: Oversee office repairs and the grounds cleanliness and maintenance, responsible for the opening and closing of the office daily on official working days and hours.
• Asset Management:  In liaison with the project team,  ensure that all asset in place are accounted for and are in safe custody for the Nakuru Office and the report filed with the Admin team in main office. 
• Keep records of office equipment maintenance contracts and monitor services.

Support to Finance Department-10%

• Petty Cash:  Petty Cash holder for the Nakuru office and ensures management as per the Petty Cash Policy 
• Ensure that all projects/staff payment documents are forwarded to Finance Office for payment 
•  Any other duties as may be assigned by Line manager

Qualifications

• Bachelor Degree in Business related field 
• Diploma in Business Administration and Certificate in Secretarial Studies, Computer training MS office.

Experience/Technical Skills

Required

• At least 2 years of working experience in a similar role in a busy environment 
• Effective communication, team work, good public relations, self-driven, problem solving and decision making skills.
• Good organizational and interpersonal skills,
• Ability to multi-task,
• Knowledge in applicable system software in place.
• Office Management skills.
• Exemplary computer skills with proficiency in MS Office 
• Fluency in English and Kiswahili.
• Experience on Office administration and management. 
• Good analytical and problem-solving skills, 
• Excellent communication, report writing and interpersonal skills with high integrity, 
• Team player and reliable, 
• Results oriented with ability to work well under pressure with minimum supervision while undertaking multiple tasks, 
• Dedicated to maintaining high quality standards.

Competencies

• Communicates effectively
• Action oriented
• Collaborates
• Customer focus
• Organizational savvy
• Plans and aligns
• Financial acumen
• Values differences