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Technical Administrative Assistant

2 months ago

Nairobi, Nairobi Area, Kenya Sauti Kuu Foundation Full time

Sauti Kuu's goal is to create a platform for disadvantaged children and young people worldwide that allows them to uncover their strengths and realize their full potential to live independent successful lives.


KEY DUTIES AND RESPONSIBILITIES

Administrative Tasks:
Carry out general administrative duties such as filing, typing, photocopying, printing, binding, scanning, etc.
Manage VTC documentation in hard and soft copies according to SKF filing guidelines.
Manage SharePoint document repository and ensure that the VTC project management team complies with the filing system.
Ensure trainers' and trainees' attendance lists are signed, scanned, and filed both in hard and soft copies.

Work with the lead trainer to ensure the trainers' and trainees' tracking tools for class, practical, sports, clubs, and industrial attachment attendance are up-to-date.

Work closely with the lead trainer to plan trainees' field trip visits.
Cover the reception desk – respond to queries and direct them to the relevant department.

Technical Tasks:

Work closely with the lead trainer and trade-specific trainers to ensure that training tools are set up before each class and returned after class.

Work closely with the lead trainer to ensure that all exam materials are ready in time for exams.

Together with the coaches and trainers, ensure sporting and club tools/equipment are properly maintained, signed in, and out of the store.

Organize and schedule internal and external meetings and appointments as guided by the Program Manager.
Prepare, monitor, reconcile, and submit SKF funds requests, invoices, and expense summary reports.
Maintain VTC equipment and accessories inventories.
Review, improve, and maintain the existing supplier database.

Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.

Contribute to team efforts by accomplishing related tasks as needed.

Provide support to the Program Manager in making travel arrangements, scheduling meals, ordering supplies, etc., for short-term experts, project visitors, volunteers, etc.

Set up training rooms with all necessary training materials such as projectors, screens, PA systems, markers, etc.
Assist in identifying actual and potential budget overruns and underruns, and develop and monitor project/program plans.
Maintain accurate and up-to-date logs.

Media Communication/Visibility:
Serve as the custodian of SKF VTC media data, ensuring it is backed up and sent to Management.
Where necessary, support the team to ensure the visibility of project activities.

Monitor information flow (how everyone at SKF communicates with each other and stays informed) including communication response time for individuals.

Act as custodian of media tools and equipment.

Other Duties:

Any other duties related to the VTC Project as may be assigned from time to time by the Executive Director.


Desired Qualifications:
Education level at degree or diploma in a relevant field, such as community development, administration, or social work.
Training or coursework relevant to this post and/or information technology is an advantage.
Computer literacy Microsoft Office, particularly MS Excel and Google Suite. Familiarity with databases, social media, and photo editing is desirable but not required.
Three years of relevant experience with proven work experience in this or a similar role.
Excellent oral and written communication skills.
Strong interpersonal and organizational skills.
Basic knowledge of statistics or data analysis is desirable.
Organizational skills to oversee multiple projects simultaneously.
Excellent interpersonal and communication skills.