Administrative Assistant Job in Nairobi Kenya


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. 
                                               
IIRR is well reputed for its knowledge management capacity through documentation of best development-oriented practices, and is seeking to recruit a suitably qualified candidate for the following position based at the Africa Regional Center (IIRR-ARC), Nairobi, Kenya. 

Administrative Assistant

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
  • 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, 
P. O. Box 66873-00800, 
Nairobi
 
Email: recruitment@iirr.org

Only shortlisted candidates will be contacted.