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Office Administrator

4 months ago

Nairobi, Nairobi Area, Kenya United States International University Africa (USIU) Full time

United States International University - Africa is located in the Kasarani area, off Thika Road in the suburb of Kenya's capital city of Nairobi.

The university is an independent, not-for-profit institution serving 6512 students representing 69 nationalities.

Job summary:


The position holder plays a crucial role in supporting the efficient functioning of the USAID Employment Pathways for Youth program by providing administrative and logistics support.

The position involves handling various tasks to ensure smooth office operations and effective communication with internal stakeholders.

Key Responsibilities/Tasks/Duties:

Communication:
Respond to communication from program staff and external visitors via phone, email, and in person.

Draft and internal and external communications for approval by the Chief of Party or Program Finance and Administration Director as required.

Schedule and coordinate meetings, appointments, and events.

Record Keeping:
Maintain accurate and up-to-date records of meetings and field work.

Data Entry:
Input and update student information in the database system.
Compile and organize data for reporting purposes.

Administrative Support:
Assist in the preparation of documents, presentations, and reports.
Coordinate logistics for workshops, seminars, and other events.
Create awareness of programs on offer to potential students and faculty.

Financial Administration:
Process invoices, receipts, and expense reports.
Assist in budget tracking and financial record-keeping.

Collaboration:
Collaborate with other administrative staff to streamline processes and improve efficiency.
Work closely with EPY project staff and other departments to ensure cohesive operations.

Staff Management:
Manage up to two (2) or more work-study students.

Technology Proficiency:
Utilize office software, email, and other technology tools effectively.
Provide basic technical support to faculty and students as needed.

Office Management:
Maintain a well-organized and tidy office space.
Manage office supplies and place orders as needed.
Ensure office equipment is in working order and coordinate repairs.
Ensure EPY office never unstaffed during working hours.

Requirements

Minimum Educational Qualifications and Professional Experience:
Bachelor's degree from a recognized institution.
Proficiency in computer applications.
Demonstrate leadership skills.
3 years of relevant administrative and/or donor program work.
Familiarity with USAID or donor programs.
Experience within the administrative structure of USIU-Africa.

Personal Attributes & Key Competencies

Understand USIU-Africa's administrative functioning.
Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner.
Must possess strong interpersonal skills.
Must be able to communicate clearly, both written and verbally.

Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.

Must be able to prioritize and plan work activities so as to use time efficiently.
Must be organized, accurate, thorough, and able to monitor work for quality.
Must be dependable, and able to follow instructions.
Must exhibit high ethical standards.
Must be able to improve performance through management feedback.