Background information
The
International Institute for Rural Reconstruction is an international
development, research and training organization with over 80 years of
grassroots experience working in people‐centered and
sustainable development programs in Africa and Asia.
Administrative Assistant
Job Summary
Job Summary
Perform
a wide range of administrative and office support activities and to facilitate
the efficient operation of the organization.
Summary of Duties and Responsibilities
Summary of Duties and Responsibilities
- Oversee general
office administration, (i.e. supervision of support staff, maintenance of
office cleanliness etc).
- Ensure proper
management of office equipment, proper maintenance, repairs, insurance and
contract for all office equipment/assets.
- Ensure proper
maintenance of office compound/gardens and the office in general.
- Coordinate
logistics for travel/accommodation/conferences, ticketing, visas, and
pickups to/from the airport.
- Support the HR
& Admin officer in supervising and organizing the Office Assistant and
the drivers to meet their job descriptions, including meeting good
cleaning standards for the office premises.
- Prepare and
modify documents including correspondence, reports, drafts, memos and
emails and ensure that all telephone bills are paid in time.
- Answer, screen
and transfer inbound phone calls.
- Assist in
planning and preparation of meetings, workshops and the Boardroom.
- Direct visitors
to the appropriate staff member and prepare itineraries.
- Open and date
stamp all general correspondences and sort all mails.
- Update phone /
mail directories.
- Update and chase
all delegated tasks to ensure progress to deadlines.
- Perform other
related duties as required by the management and assure discreet handling
of all business.
Qualifications:
- Degree in Human
Resources Management, Business Administration, however a diploma holder
with proven experience can be considered.
- At least 3 years
relevant experience
- Proficient in
Administration matters
- Able to
communicate well with all levels of people.
- Good writing
skills
- Meticulous,
detailed, well-organized and able to work independently to meet date
lines.
- Excellent
communication and interpersonal skills.
- Strong IT and
skills
Special working conditions:
The
incumbent may have to work odd and/or long hours at a time to complete special
requests for projects
Key Competencies
- Communication
skills - written and verbal
- Planning and
organizing
- Prioritizing
- Problem
assessment and problem solving
- Information
gathering and information monitoring
- Attention to
detail and accuracy
- Flexibility
- Adaptability
- Customer service
orientation
- Teamwork
Interested
candidates are to apply by email with an up to date CV and cover letter
including contacts of 3 referees and current remuneration package.
Closing
date for applications is 16th November 2012 before 5pm to:
Note: Please write- “APPLICATION FOR ADMINISTRATIVE ASSISTANT” on the subject line of your email
Human Resources and Administration Officer,
International Institute for Rural Reconstruction,
Africa Regional Center,
Note: Please write- “APPLICATION FOR ADMINISTRATIVE ASSISTANT” on the subject line of your email
Human Resources and Administration Officer,
International Institute for Rural Reconstruction,
Africa Regional Center,
P. O.
Box 66873-00800,
Nairobi
Email: recruitment@iirr.orgOnly shortlisted candidates will be contacted.