Administrative Assistant Job in Nairobi, Kenya

Duma Works is recruiting an administrative assistant for one of our clients; the company believes in global health equity made possible through well-connected, coordinated health systems. 

Their technologies leverage low-cost mobile platforms and connect people at every level of the health system – from clinicians to community health workers to patients.

Position Overview: The Administrative Assistant Nairobi Office is an administrative support position based in Nairobi Kenya Offices. 

The Office Administrator will work closely with the Accountant and will be reporting to the Africa Regional Director.

S/He has the overall responsibility of ensuring the office and administrative functions runs smoothly.

Ideally, you are proactive, detail oriented, a strong written and verbal communicator, self-directed, committed to the company’s mission, and excited to join a dynamic, growing team.

Key Responsibilities:

Assist in HR related functions:
  • Coordination of recruitment process and support recruiting consultants
  • Organize orientation of new staff and compilation of staff HR files
  • Management of Staff leave records
Office and facility management:
  • Maintain supplies of stationery and equipment
  • Maintain the condition of the office, furniture & facilities, including repairs and supervising of cleaners
  • Maintain equipment inventories & asset registry
  • Manage filing systems & office postal mail box
Manage the Africa Regional Calendar, coordinating and organizing activities below:
  • Organize & coordinate bi-monthly staff meetings – compiling & sharing the agenda and taking minutes.
  • Coordinate team events, regional retreats, global partner meetings, seminars.
  • Making travel & accommodation arrangements for global staff traveling to Nairobi Office when called upon to do so.
  • Maintain and manage company’s presentations & branding collateral, in coordination with company’s Communications Team.
Finance related functions:
  • Payment processing and dispatch to suppliers.
  • Assist accountant in the local purchasing process for equipment & hardware.
  • Manage the office expenditure, petty cash budget and create summary reports for accounts.
  • Assist with accounting and operations duties when required.
Admin & Project operations functions:
  • Ensure all relevant project documents is in place, follow up with PM where they are missing.
  • File management of all contract related to projects.
  • Booking of flights for project related travel and management of the process.
Qualifications:
  • University graduate.
  • A minimum of 2 years’ experience working as an Administrator.
  • Basic accounting knowledge.
  • Strong computer and Internet research skills.
  • Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
  • Sensitivity to confidential matters.
  • Excellent interpersonal skills.
  • Strong attention to detail.
  • Organized & good at juggling tasks and prioritizing.
  • A great team player.
  • A desire to show initiative.
  • Excellent communication skills (writing and speaking) in English. Must be able to express thoughts and opinions clearly and concisely.
  • Proven ability to work independently.
  • Commitment to the company’s values.
Job type: Full time.

Location: Nairobi.

Start Date: November.

How to Apply

Applications letters and detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “ ADM 1922”, Your Full name & Phone number e.g. ADM 1922, Barack Obama, 07xxxxxxxxx. 

If you don’t follow these instructions, your application will not go through

Deadline for receiving applications: 6th November 2015
 

N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.