Administrative Assistant
7 days ago
ABOUT THE COMPANY
Practical Action is an international non-governmental organisation (NGO) that uses technology to challenge poverty in developing countries.
JOB SUMMARY
PERSON PROFILETo be successful in the role, the ideal candidate will be able to demonstrate:Experience & KnowledgeEssentialBachelor's in business administration, Supply Chain, or related field.At least 3 years relevant working experience in a similar positionExcellent administrative skillsGood communication (verbal and written) skills in English.Good inter-personal skills and ability to work in a team with minimal supervision.Ability to organize multiple tasks and prioritize appropriately.Ability to handle confidential information in a discreet and professional manner.Practical experience in the use of the Internet, email and MSOffice applications (spreadsheets)Time management skills. If you are ready for an exciting challenge with an organisation whose mission and values are particularly relevant in these rapidly changing times, please forward your application, curriculum vitae and cover letter to: Practical Action, Kenya Office by email: no later than 12th July 2024 indicating 'Practical Action: Job Title in the subject line of the email. Your cover letter should outline why you feel this is the position for you and you are the right candidate. Please include the names of 3 referees in your CV.
RESPONSIBILITIES
Africa Director's supportMaintain an up-to-date calendar of events and/or appointments for the Africa Director.Schedule meetings and interviews for the Africa Director with third parties and make logistical arrangements for the Africa Director meetings outside the office.Organize for the Africa Director's travel by getting invitation letters, arranging for visas and flights.Front Office ReceptionReceive and screen visitors to the office, assisting them with enquiries /references while directing them appropriately.Call and fix appointments with external interlocutors upon request (Authorities, lawyer, & HQs.).Take note of all messages left on the answering machine every morning and ensure proper transmission to correspondents.Propose and champion for ways to manage phone utilization costs.Summarize monthly bills for telephone and courier and provide input to finance department for charging to specific project budgets.Ensure that the front office reception is maintained, neat, tidy and welcoming at all times.Incoming and outgoing mail management, record and dispatch cheques and other payments made by the office for collection/delivery.Manage the office diary, i.e. booking the meeting rooms, recording workshop dates, travelling dates and manage staff movement.Maintain and update the Practical action contact lists for stakeholders and service providers.Accurate filing of documents and correspondence while ensuring there is efficient movement of documents within the office.Preparation of requisitions for office stationery, kitchen items and toiletries.Attend meetings as expected and participate accordingly.Manage the general e-mail addresses, incoming & outgoing official calls and ensure that information is distributed to appropriate staff in a timely manner.Work closely with the Office Assistant and provide cover for each other as appropriate.Logistics & Procurement SupportThe administrative assistant, in conjunction with the Procurement and Logistics officer will assist in performing procurement and logistics functions including and not limited to:Support in the strengthening of internal controls around asset management ensuring Practical Action's assets are safeguarded at all times.Assist in the preparation of procurement requests of office supplies for onward processing to the Procurement and Logistics officer.Assist in tracking orders and ensuring timely delivery of the same.Provide support in receiving goods and services while ensuring right quantities are delivered and quality services are rendered as per respective purchase orders.Take part in preparation of project procurement plans.Assist in responding to queries from internal and external clients regarding procurement matters.Manage and monitor office stock levels and identify office purchase requirements.Facilitating travel/transport arrangements for staff and visitors including airline tickets, office vehicles and taxis, subject to appropriate approvals.Arranging/making reservations of hotel accommodation for staff and visitors and process the associated costs.Provide support in identifying and booking suitable meeting venues for official Practical Action meetings and ensure availability of all materials and equipment required at competitive rates.Assist in maintaining relevant internal databases and procurement files in a chronological orderAssist in maintaining and tracking vendors' contractual agreements on an annual basisReceiving approved invoices and ensuring payments are processed on a timely basis and forwarded to finance for remittance.Conduct regular checks on office maintenance (furniture and fittings) and report any defects to the Procurement and Logistics coordinator.Provide support in international travel requirements for staff and visitors to Kenya.Keep record and collate information for updating the Carbon footprint measurements tool (paper consumption, LPG use,
REQUIRED SKILLS
Reporting, Written communication, Office administration, management, Logistics planning and management, Communication, Interpersonal communication
REQUIRED EDUCATION
Bachelor's degree
-
Administrative Assistant at
6 days ago
Nairobi, Nairobi Area, Kenya Peforming and Audio-Visual Rights Society of Kenya Full timePerforming and Audio Visual Rights Society of Kenya (PAVRISK) is a collective management organization registered as a non –profit making company limited by guarantee pursuant to the Company's Act 2015 laws of Kenya.Overview:Performing and Audio-Visual Rights Society of Kenya (PAVRISK) is looking for a dedicated and efficient Administrative Assistant to...
-
Administrative Assistant
4 weeks ago
Nairobi, Nairobi Area, Kenya Kenya Airways Full timeKenya Airways, the leading African airline flying to more African destinations than any other carrier, takes pride in being at the forefront of connecting Africa to the world and the World to Africa through its hub Nairobi Jomo Kenyatta International Airport.SummaryThe candidate will provide administrative and general support to the Fahari Aviation team by...
-
Administrative Assistant
2 months ago
Nairobi, Nairobi Area, Kenya Kenya Airways Full timeKenya Airways, the leading African airline flying to more African destinations than any other carrier, takes pride in being at the forefront of connecting Africa to the world and the World to Africa through its hub Nairobi Jomo Kenyatta International Airport.SummaryThe candidate will provide administrative and general support to the Fahari Aviation team by...
-
Administrative assistant
2 weeks ago
Nairobi, Nairobi Area, Kenya Empowerment Kenya ltd Full time 28,000 - 40,000 per monthAdministrative Assistant OpportunityWe are seeking a diligent administrative assistant to play a crucial support role within our organization. The individual will be responsible for various tasks that ensure the efficient operation of the office.Key Responsibilities:Handling and organizing office files and recordsCoordinating schedules and meetingsManaging...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full timeUnited Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...
-
Administrative Assistant at
1 month ago
Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full timeUnited Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...
-
Administrative Assistant at
2 months ago
Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full timeThe United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.ResponsibilitiesGeneral...
-
Administrative Assistant at
2 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full timeThe United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.ResponsibilitiesGeneral...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full timeThe United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.ResponsibilitiesGeneral...
-
Administrative Assistant at
2 weeks ago
Nairobi, Nairobi Area, Kenya World Vision Kenya Full timeWorld Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.SummaryReporting to the Executive Assistant & Board Liaison, the Administrative Assistant position provides routine...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya World Vision Kenya Full timeWorld Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.SummaryReporting to the Executive Assistant & Board Liaison, the Administrative Assistant position provides routine...
-
Administrative Assistant at
2 weeks ago
Nairobi, Nairobi Area, Kenya CrossBoundary Full timeCrossBoundary is a mission driven investment firm committed to unlocking the power of capital to make a strong return while creating a lasting difference in frontier markets.SummaryWe are seeking an Administrative Assistant to provide support to our office manager and employees, assisting with daily office needs and managing our company's general...
-
Administrative Assistant at
1 month ago
Nairobi, Nairobi Area, Kenya CrossBoundary Full timeCrossBoundary is a mission driven investment firm committed to unlocking the power of capital to make a strong return while creating a lasting difference in frontier markets.SummaryWe are seeking an Administrative Assistant to provide support to our office manager and employees, assisting with daily office needs and managing our company's general...
-
Administration Assistant
23 hours ago
Nairobi, Nairobi Area, Kenya Danish Refugee Council Full timeABOUT THE COMPANYDRC has been operating in Kenya since 2005, where we assist refugees and displacement-affected communities by implementing protection and livelihoods activities that increase their self-reliance and expand opportunities for a dignified life. DRC works in Dadaab and Kakuma refugee camps, as well as in Nairobi and Mombasa to assist urban-based...
-
Administrative Assistant at
2 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full timeUnited Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full timeUnited Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Office for Disaster Risk Reduction Full timeUNDRR As the United Nations Office for Disaster Risk Reduction, UNDRR brings governments, partners and communities together to reduce disaster risk and losses to ensure a safer, more sustainable future. UNDRR (formerly UNISDR) is the United Nations focal point for disaster risk reduction.ResponsibilitiesUnder the supervision of the Administrative officer...
-
Administrative Assistant at
1 month ago
Nairobi, Nairobi Area, Kenya United Nations Office for Disaster Risk Reduction Full timeUNDRR As the United Nations Office for Disaster Risk Reduction, UNDRR brings governments, partners and communities together to reduce disaster risk and losses to ensure a safer, more sustainable future. UNDRR (formerly UNISDR) is the United Nations focal point for disaster risk reduction.ResponsibilitiesUnder the supervision of the Administrative officer...
-
Administrative Assistant at
4 weeks ago
Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full timeThe United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.ResponsibilitiesHuman...
-
Administrative Assistant at
2 months ago
Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full timeThe United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.ResponsibilitiesHuman...
