Job Opportunity for an Administrative Assistant- Feed the Children Organization

Job Summary

To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers. Support the HR, Finance and Programs department in their various admin related duties.

Supervisory Responsibility
Office Cleaners
Reports Directly To: HR Business Partner

Works Directly With: HR Business Partner, Gigiri Staff, External Stakeholders
Accountability to Participants and Stakeholder

Principal Responsibilities

Admin duties

• Schedule all visitors to the office, respond to their requirements and maintain a record.
• Maintain and operate efficient communication through a telephone switchboard and mobile connection.
• Keep a record of telephone usage and submit monthly report to the supervisor.
• Assist in booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
• Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
• Ensure the effective and efficient use of the photocopy and other office equipment by departments.
• Secure bookings of external meeting facilities as/and when required.
• Ensure all repairs and breakages are reported to the operations department on time.
• Ensure cleanness of the office kitchenette and launch area is maintained at all times.
• Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
• Responsible for opening and locking of the main office block and other rooms after work hours.
• Maintain office security by following the laid down procedures for visitors.
• Any other duties as assigned by line manager.

Finance Support Duties

• Management the Gigiri Stores that supports all offices
• Raise payments for offices bills, including other services like ticketing, cabs, staff airtime
• Work with finance office Track payments for the field offices
• Assist in the dispatch of cheques to vendors

HR Support Duties

• Assist in the recruitment process by calling candidates for interviews and induction to the Gigiri office.
• Assist in processing of new staff ID and Distribution of promotional materials to staff
• Assist in filing of HR documents
• Assist in raising NHIF, NSSF and NITA Documents
• Any other duties assigned by the HR Business Partner

Job Level Specifications

• Excellent Communication and interpersonal skills.
• Able to work under pressure with minimal supervision
• Professional experience operating telephone switchboard and handling flight bookings
• Excellent experience in use of office equipment i.e. Photocopier, Scanner, Projector and digital cameras.
• Good knowledge of Computer applications, MS Office packages etc.

Experience

• Minimum of two years of experience as a Receptionist/Admin Assistant with at least 1 year in INGO.
• Experience in HR and Finance support duties

Education/Certifications

• Diploma in Business Management. A Degree on the same will be an added advantage.
• Training in Front Office Management / Customer service.