Primary Responsibilities
Manages Heshima Kenya front office and puts in place all required structures and systems to ensure optimal office management
Answer and direct phone calls
Organize and schedule appointment for the senior management team
Write and distribute email, correspondence memos and business letters ensuring timely distribution
Assist in the preparation of regularly scheduled departmental reports
Develop and maintain front office filing system
Update and maintain office policies and operating standing procedures
Order office supplies and maintain inventory for the same
Maintain contact lists and details of all partners, donors, collaborators, board members among others
Organize and schedule appointments for the Country Director
Manage the Dairy of the CD
Responsible for management of CD office and filling systems as well as retrieval of files on request
Supports the CD to organize for Heshima Kenya Board of Directors meetings and other schedules
Book travel arrangements for Heshima Kenya staff – both local and international as well as for visitors to and from Heshima Kenya
Maintain Petty cash kitty and administration of the same
Provide general support to visitors to Heshima Kenya
Act as the point of contact for internal and external clients
Liaise with HRO to handle requests and queries from senior managers and Heshima Kenya Executive Team
Responsible for creating and updating volunteer personnel file and ensure efficient human resources of staff and volunteers
In conjunction with HRO organizes orientation schedules and follow-up for all volunteers, interns, and other visitors
Supports correspondence with donors, especially those who provide in-kind support; responsible for writing and filing all donor recognition letters made in Kenya
Supervises drivers, maintenance personnel, cook, and security guards
Maintains van schedules for staff and participants
Maintains donations inventory, issuance and a tracking system of all Heshima Kenya’s in-kind donations and office supplies
Qualifications
A Diploma or a Higher Diploma in Business Administration, Diploma or Higher Dip. in HRM, Diploma in secretarial, Front office management and administration or any other business related field.
Minimum of 3 years experience working is a busy Organization
Must be a Kenyan citizen, female candidates are encouraged to apply
Must have strong administrative and organizational skills with the ability to multi-task
Proven experience as an Administrative assistant or Office admin assistant
Knowledge of office management systems and procedures including filling
Command in spoken and written English and ability to draft business correspondence letters
Ability to take notes on dictation
Working knowledge of office equipment, like printers
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Flexibility to work extra hours and days as may be required from time to time
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