Job Purpose
Under the supervision of the Administration Officer, the incumbent is responsible for providing support to the Africa Regional Office on various administrative issues to ensure efficient and effective running of the Regional Office in day-to-day operations.
Job Duties and Responsibilities
Travel and Accommodation arrangements
Reservation of short term accommodation for staff and visitors in hotels and serviced apartments
Coordinate with the travel agent and IFRC drivers for airport transfers for staff and visitors.
Arrange for daily staff pick up and drop off to and from town in the morning and evening
Onboarding new staff/visitors
Share welcome pack with new staff and visitors prior to their travel.
Issue visitors badge to visiting staff and other external clients visiting the
Timely update of visitor’s tracker
Invoice Processing
Timely processing of utility bills for the office and delegates
Timely processing of travel agency (flight tickets) invoices
Timely processing of communication invoices-Safaricom, Airtel and Telkom
Timely processing of courier invoices
Timely processing of hotel invoices
Request for monthly account statements from suppliers
Workshops, meetings and conferences
Support Programmes in coordination of workshops, meetings and conferences. Assist with procurement of workshop venues with the support of the logistics unit.
Facilitate snacks and teas for internal workshops and meetings. Assist in arranging meeting rooms.
Job Duties and Responsibilities (continued)
Supervision
Daily monitoring of outsourced service providers-catering and cleaning company to ensure they provide high quality services.
Monitor drinking water and request for refill from the company. Arrange for servicing of water dispensers.
Front Office management
Provide customer services and respond to any enquiries at the reception area.
Facilitate and maintain a clean and organised reception area.
Welcome and direct visitors to the right offices and staff to be visited.
Update and share staff contact list on a monthly basis.
Coordinate with concerned offices and staff in receipt and dispatch of mails and parcels. Stationery
Monitor stationary inventory and coordinate with the procurement Officer for replenishments.
Issue stationery to staff and maintain an accurate record on the same.
Share stationary logs/ reports on a quarterly basis (with the admin officer) for reviews.
Filing
Maintain proper filing records for Administration documents relating to admin assistant roles and responsibilities.
File all important administration documents and correspondences are saved and stored on shared point.
Duties applicable to all staff
Work actively towards the achievement of the Federation Secretariat’s goals.
Abide by and work in accordance with the Red Cross and Red Crescent principles.
Perform any other work-related duties and responsibilities that may be assigned by the line manager.
Education
Enrolment in or Completion of a University Degree in Business Administration or related studies. Required.
Experience
0- 1 year in administrative support experience. Required.
Experience in managing data, filing, basic financial and budgetary information. Preferred.
Experience working with office procedures and systems. Preferred.
Knowledge, Skills and Languages
Computer Literate. Required.
Ability to work comfortably under stress and manage multiple priorities in a fluid environment. Required.
Flexibility. Required.
Accuracy and fine attention to detail. Required.
Organised and self-starter in work prioritising. Required.
Tact and diplomacy. Required.
Excellent customer service. Required.
Fluently spoken and written English. Required.
Application Deadline 16-Aug-2024
Apply via :
www.ifrc.org
