Job Title:Administrative Assistant - Nairobi
Ref No: FK-2013.03.02
Deadline to Apply:Rolling application process
Start Date: As soon as possible
Innovations for Poverty Action (IPA) are a rapidly growing, global organization, and operates in almost 40 countries.
We design innovative, cutting-edge approaches to solving
development problems, rigorously evaluate these programs and promote the adoption
of those with proven impact.
IPA-Kenya (IPAK) is IPA’s oldest country office, and the site of
many of its most influential research projects.
IPAK employs more than 300 contracted staff working on 20
different projects across offices in various locations around Kenya, including
five administrative offices in Kisumu, Nairobi, Busia, Kakemega and Bungoma.
IPAK is also the site of IPA’s largest “scale-up” projects –
including a national de-worming program and community-based chlorine
dispensers.
The Administrative Assistant in IPAK’s Nairobi office is
responsible for providing administrative and clerical services to ensure
effective and efficient operations for the Nairobi office.
The Administrative Assistant reports to the Administrative Officer
and is responsible for providing administrative support and clerical services
in an effective and efficient manner to ensure the day to day Nairobi office
operations run smoothly and to support overall.
This position will be based in Nairobi, however it could include
temporary travel to one of our other IPAK offices in Western Kenya to provide
office support when another admin staff is on leave.
Therefore, willingness to travel periodically as needed is
required. A two-year commitment is necessary.
The Administrative Assistant will be responsible for the
following activities:
- Assist staff
with administrative duties as requested
- Maintain front
desk area, keeping it clean and free from clutter
- Handle reception
duties such as receiving/signing-in visitors and vendors
- Courier
management, including receiving and sending parcels to other IPA offices
in Kenya and distributing incoming mail and preparing outgoing mail,
including bulk mail
- Type and word
process documents as needed
- Order and
replenish office supplies
- Update and
maintain mailing lists
- Provide training
to staff on security protocols
- Support
orientation of new staff and visitors to the office, including office
protocols related to photocopier and internet use, security, tea and
access to administrative forms
- Assist
Administration Officer with preparing payments and following up with
Accounts to ensure payments are deposited to vendor bank accounts
- Assist
Administration Officer with travel logistics, e.g., booking flights,
accommodation, requesting cabs
- Support
Administrative Officer with monthly reporting statistics to IPAK Operation
Manager including budget totals, number of visitors to office, etc
- Maintain and
periodically update the Nairobi asset inventory record
- Maintain
appropriate interpersonal relationships with internal and external
stakeholders including vendors, government officials and respondents
- Assist and
facilitate events and workshops logistics
- Assist with
various program operations as requested and as responsibilities permit
- Other duties as
assigned
Qualifications
- Diploma in
Business Administration
- Demonstrated
written and oral communication skills, including excellent English
- Demonstrated
ability to work as a team
- Mature, result
oriented and keen attention to detail
- Proactivity and
ability to work under minimum supervision
- Ability to
perform in a high pressure work environment
- Typing skills
with at least 50 WPM
- Familiarity with
Microsoft Office software (Word, Access, Excel, PowerPoint)
- Knowledge of
general office machines and telephone system
- Sensitivity to
the needs of persons from low income areas
- Ability and
willingness to work cooperatively with others
- High degree of
discretion dealing with confidential information
- Ability and
willingness to work long hours and weekend days as business needs require
Required
- Diploma required
in Business Administration or related field
- Ability to work
non-standard business hours (tentatively 10am-7pm, periodically weekend
days)
- Ability to
travel occasionally to Western Kenya (up to 10% travel)
- Minimum two
years clerical or administrative experience
- Proven ability
to use Excel and Word
Desired
- Strongly
preferred: Coursework and experience with bookkeeping especially
QuickBooks and Basic knowledge in Human Resource Management is an added
advantage.
- Responsibility
managing a budget and tracking expenditures using Excel
- Experience
working in an NGO setting
- Experience
working with vendors closely to verify quality of service provision
If you are interested, please follow the instructions
below:
Please send a cover letter and detailed CV, 3 references,
daytime phone number(s), and email address .
Your CV should include your scores or grades and other measures
of academic achievement, and details about any relevant work experience.
Applications can be submitted to any of our branch offices, or
by email to jobs-kenya@poverty-action.org by post office using P.O Box 373,
Busia, Area Code 50400, Kenya.
If you submit by email, please ensure that the subject line
reads: “ADMIN ASSTISTANT”-NBI, REF NO: FK-2013-03-02
All applicants will be considered for this position.
Only short listed candidates will be contacted for an
interview.
Applicants are encouraged to apply early, as applications will
be reviewed on a rolling basis.
Disclaimer:
The above statements are intended to describe the general nature
and level of the work being performed by the Administrative
Assistant-Nairobi.
The statements are not intended to be an exhaustive list of all
possible duties, tasks, and responsibilities.
Management reserves the right to amend and change
responsibilities to meet organizational needs as necessary.
Please note that IPA will never request any form of payment from
an applicant.
Applicants are encouraged to confirm the information listed
above with IPA prior to releasing any extensive personal information to the
organization.
Please direct questions to jobs-kenya@poverty-action.org.
