Purpose of the role: The Administration Assistant will be required to proactively be involved in providing comprehensive administration, logistical and procurement support to the Kakuma team; be an active and participatory member of the Kakuma team.
Duties & Responsibilities
Managing the Kakuma Location’s front office including responding to all official enquiries, making formal appointment and coordinating programs diary; planning meetings and taking minutes.
Handling administrative requests and queries from senior managers.
Maintaining an efficient office filing system and management of general office correspondences;
Management of the staff welfare kitchen and supplies.
General office maintenance (cleanliness and ensuring availability of utilities/office supplies).
Offering logistical support for official travel; bookings of flights and transfers,
Coordination and management of staff meetings; trainings. Including booking of venues and travel arrangements as required.
Making guest house reservations for staff working in the field as well as guests/staff visiting the field office for missions.
Providing support in dispatch and receiving of parcels to and from the field location.
Support Finance & Admin Officer through receipt of and stamping of invoices before payments are processed; cheque and cash issuance to suppliers
Maintaining an assets management system.
Provide supervision to the compound cleaner, housekeeper and kitchen staff in ensuring cleanliness of offices, guest houses and the compound in general.
Any other duty as may be assigned by the Supervisor from time to time
Professional qualifications
Diploma in Business Management, Business Administration or any other closely related field.
Minimum relevant experience required
Minimum of 3 years’ experience in providing front office and office administration support preferably with an INGO.
Excellent knowledge of basic computer applications (Particularly MS Word, MS Excel, MS PowerPoint), and use of the internet.
Excellent oral and written English.
Excellent communication and interpersonal skills.
Ability to work under pressure in a busy environment.
Ability to manage multiple priorities and meet required deadlines.
Ability to resolve conflicts arising in the work environment.
Ability to work with minimum supervision.
Preferred Skills & Competences
Good levels of numeracy.
Knowledge and exposure to the social and cultural values of the region concerned.
Good communication skills as well as Proficiency in local language(s).
Proven commitment to and understanding of AAH-I’s vision, mission and core values.
