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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, Nairobi

The university is a diverse and vibrant institution, welcoming students from various nationalities.



Job Description:


The role involves providing essential support to the USAID Employment Pathways for Youth program, ensuring smooth operations through administrative assistance and logistics coordination.

Key Responsibilities:

  • Communication:
    - Respond to inquiries from program staff and visitors through various channels.
    - Draft internal and external communications for approval.
    - Schedule and manage meetings, appointments, and events.
  • Record Keeping:
    - Maintain updated records of meetings and field activities.
  • Data Entry:
    - Update and manage student information in databases.
    - Organize data for reporting purposes.
  • Administrative Support:
    - Assist in document preparation, presentation creation, and report generation.
    - Coordinate logistics for workshops, seminars, and events.
    - Promote programs to potential students and faculty.
  • Financial Administration:
    - Process invoices, receipts, and expense reports.
    - Support budget tracking and financial record-keeping.
  • Collaboration:
    - Collaborate with administrative staff to enhance operational efficiency.
    - Work closely with project staff and departments for cohesive operations.
  • Staff Management:
    - Supervise work-study students.
  • Technology Proficiency:
    - Utilize office software and technology tools effectively.
    - Provide technical support to faculty and students.
  • Office Management:
    - Maintain an organized office space.
    - Manage office supplies and equipment.
    - Ensure office operations run smoothly during working hours.


Requirements:
  • Education & Experience:
    - Bachelor's degree from a recognized institution.
    - Proficiency in computer applications.
    - 3 years of relevant administrative or donor program work experience.
    - Familiarity with USAID or donor programs.
  • Personal Attributes:
    - Strong problem-solving and interpersonal skills.
    - Effective communication abilities.
    - Ability to analyze information and prioritize tasks efficiently.
    - Organized, accurate, and quality-focused.
    - Dependable with high ethical standards.