The
Africa Centre for Open Governance (AfriCOG) is an independent, non-profit
making organisation with a mandate to provide cutting edge research on
governance and public ethics issues and, monitor governance fundamentals in
both the government and the private sector.
AfriCOG's governance and anti-corruption reform initiative are aimed at addressing the structural causes of Kenya's governance crisis by a knowledgeable citizenry.
AfriCOG seeks to recruit an Administration Officer as below;
AfriCOG's governance and anti-corruption reform initiative are aimed at addressing the structural causes of Kenya's governance crisis by a knowledgeable citizenry.
AfriCOG seeks to recruit an Administration Officer as below;
Job Title: Administration Officer
Contract Period: Short term period of 6 months renewable based on performance
Main purpose of position
The
main purpose of this position is to effectively and efficiently provide the
smooth administrative functioning of AfriCOG, including office administration,
programme administrative support, human resource administration, IT and
personal assistance to the Executive Director.
You will also be responsible for making sure that the office is running smoothly and efficiently.
You will also be responsible for making sure that the office is running smoothly and efficiently.
Reporting Relationships
Direct
reporting to the Executive Director as Personal Assistant
Direct reporting to the Finance Manager on other duties
Working relationship with AfriCOG program staff, associates and suppliers
Supervision of subordinate staff
Direct reporting to the Finance Manager on other duties
Working relationship with AfriCOG program staff, associates and suppliers
Supervision of subordinate staff
Job Requirements
This
is a demanding job that will require among others, the following sets of skills
and attributes:
Excellent written and oral communication skills
Excellent organizational skills with the ability to organise work and to prioritise demanding tasks
Excellent interpersonal skills, maturity
Flexibility and adaptability to changing work demands
Trustworthiness, discretion, reliability and loyalty
Self-motivation, and ability to work with minimum direction
Good typing speed, ability to quickly understand information, numerical skills and creativity
Software skills: MS Word, MS Excel, MS PowerPoint and MS Access
Excellent written and oral communication skills
Excellent organizational skills with the ability to organise work and to prioritise demanding tasks
Excellent interpersonal skills, maturity
Flexibility and adaptability to changing work demands
Trustworthiness, discretion, reliability and loyalty
Self-motivation, and ability to work with minimum direction
Good typing speed, ability to quickly understand information, numerical skills and creativity
Software skills: MS Word, MS Excel, MS PowerPoint and MS Access
Detailed requirements:
1. Office administration
All
general office management tasks
Creating, modifying and managing all administration files in the office
Supplier procurement and correspondence
Working with program staff to make sure office orders and deliveries are made on time
Implementing a current and relevant record management system
Stationery and supplies management and administration
Petty cash custody and administration
Creating, modifying and managing all administration files in the office
Supplier procurement and correspondence
Working with program staff to make sure office orders and deliveries are made on time
Implementing a current and relevant record management system
Stationery and supplies management and administration
Petty cash custody and administration
2. Board communications
Providing
support to ED in ensuring regular and effective communications with Board of
Directors
Supporting ED ad F& A manager in timely organisation of Board meetings
Support ED and F & A manager in timely organisation of annual members’ meetings
Maintaining up-to date and accurate records and files of board meetings
Supporting F& A Manager and ED in timely communications with company secretaries to ensure compliance with statutory requirements
Supporting ED ad F& A manager in timely organisation of Board meetings
Support ED and F & A manager in timely organisation of annual members’ meetings
Maintaining up-to date and accurate records and files of board meetings
Supporting F& A Manager and ED in timely communications with company secretaries to ensure compliance with statutory requirements
3. Programme administrative support
Ensuring
timely correspondence between donors and programme staff
Ensuring programme files are fully updated through close working relationship with relevant programme staff
Ensuring supplies and request for programs are quickly attended to and provided
Maintaining a program correspondence file
Ensuring programme files are fully updated through close working relationship with relevant programme staff
Ensuring supplies and request for programs are quickly attended to and provided
Maintaining a program correspondence file
4. Human resource administration
Managing
personnel files
Working with relevant officers to prepare and update staff and consultant contracts
Initiating and maintaining staff appraisal documents
Managing staff leave days and files
Monitoring staff in/out times
Providing administrative support to staff recruitment including ToR development, and assessments, inductions and orientations, secure and confidential management of all staff files and documentation
Working with relevant officers to prepare and update staff and consultant contracts
Initiating and maintaining staff appraisal documents
Managing staff leave days and files
Monitoring staff in/out times
Providing administrative support to staff recruitment including ToR development, and assessments, inductions and orientations, secure and confidential management of all staff files and documentation
5. PA to the Executive Director
Managing
director’s travel, meetings and appointments
Managing directors diary and contacts database
Coordinating and ensuring orderly timely succession and administration of meetings
Screening telephone calls and inquiries and handling them accordingly
Dealing with correspondence, taking dictations and minutes and records for the same
Producing documents, briefing papers, reports and presentations as may be required
Creating and managing all files relating to director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.
Managing directors diary and contacts database
Coordinating and ensuring orderly timely succession and administration of meetings
Screening telephone calls and inquiries and handling them accordingly
Dealing with correspondence, taking dictations and minutes and records for the same
Producing documents, briefing papers, reports and presentations as may be required
Creating and managing all files relating to director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.
Job Specification
The
candidate should be a professional administrator, upwardly mobile (i. e.
willing to invest in advancing their career) with commitment to social development,
effective and efficient management and a strong team player.
Experience
At
least 3 years experience in administration and office management with excellent
references
Exposure to and genuine interest in the civil society sector
Exposure to and genuine interest in the civil society sector
Minimum Qualification
Graduate
in Business Studies or related field
Computer Literacy; especially MS Office Suite or similar
Fluency in written and spoken English and Swahili, excellent verbal and writing skills.
Computer Literacy; especially MS Office Suite or similar
Fluency in written and spoken English and Swahili, excellent verbal and writing skills.
General eligibility
The
post is open to Kenyan citizens. AfriCOG is an equal opportunity employer.
Application Procedure
Please
send the following documents:
Cover Letter indicating your current and expected pay
Curriculum vitae with three professional referees
List of your last three employers with their contact details
Deadline for applications: 17th October 2011
If you feel that you meet the criteria, please send your detailed CV to admin@africog.org on or before 17th October 2011.
Only short-listed candidates will be contacted.Cover Letter indicating your current and expected pay
Curriculum vitae with three professional referees
List of your last three employers with their contact details
Deadline for applications: 17th October 2011
If you feel that you meet the criteria, please send your detailed CV to admin@africog.org on or before 17th October 2011.
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