Programme Administrative Assistant at

3 months ago

Nairobi, Nairobi Area, Kenya Christian Blind Mission (CBM) Full time

Christian Blind Mission (CBM) Kenya is an independent Member Association of the CBM Family, registered under Kenyan law as an incorporated company limited by guarantee, having a Memorandum and Articles of Association with a membership, board and company secretary.

Summary
The job holder will provide comprehensive administrative assistance to ensure efficient operation of the office.

This position involves interacting with guests, managing communications, coordinating meetings and logistics, and supporting the Chief of Party with operational tasks.

This position is only filled locally. With contractual conditions of the respective country. An expatriation is not intended.
These are your responsibilities

Document Editing:
Providing document editing assistance in tools like Word, Excel, PowerPoint, and Adobe Reader.

Schedule Management:
Managing the field schedule and travel plans for project staff.

Meeting Coordination:
Coordinating project internal and partnership/external meetings.

Project Support:
Assisting with project management tasks as needed for events or initiatives.

Correspondence and Reports:
Creating routine correspondence, reports, and forms to support the project.

Invoice Processing:
Reviewing invoices from vendors and processing them accurately.

Travel Arrangements:
Making project travel arrangements and preparing travel expense reports in liaison with admin team.

Minute-Taking:
Taking minutes during meetings and preparing meeting reports.
Coordinate logistics for project conferences, workshops, and related logistics.
Provide monthly reports on project supplies, telephone usage and stationery.
Provide project secretarial duties including but not limited to document management, drafting official documents as instructed.
Develops and maintain an accurate and up to date project records management system.
Prepare project procurement requests, confirm budget approval.

Receive project procured goods as per acceptable quality, specification, and quantity, and finalize all related documents as guided by CBM procurement guidelines, within agreed timelines.

Reports any damages or loss of project equipment or assets as reported by the user in a timely manner.

Ensure all project assets and inventories are tagged accordingly.
Conduct project specific inventory and asset verification on quarterly basis

Other

Carry out the role-specific responsibility to safeguard children and adults at risk (as guided by CBM's relevant policies)

Comply with all safety and health procedures and requirements at CBM and, at all times ensure your own safety and health and that of other persons who may be affected by your acts or omissions.

Ensure that all activities conducted within scope of work or as an employee with CBM comply with the IT and data protection principles.

These are your qualifications

Bachelor's Degree in in a relevant field, such as Business Administration.
A minimum of 2 years of related work experience, preferably with international NGO preferred.
Related work experience in a busy office.
Proficiency in Microsoft Office suite, web-based and data application tools like Power BI
Well spoken, with ability to communicate clearly and concisely.
Ability to cope under pressure and meet deadlines.
Ability to efficiently handle a range of tasks concurrently to meet different needs.
Ability to integrate into a multi-cultural environment.
Ability and willingness to learn.
Able to work independently, and as a member of a team.
Good written and verbal English. Local Language (professional proficiency / advantageous).
Willingness to commit and adhere to CBM mandate, mission, vision, and values

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