Administrative Assistant

Responsibilities
Front Office Management

Managing front office Making Hotel Bookings for Visiting guests and processing their invoices
Receiving Jhpiego Guests and Answering phone calls
Receiving mails and distributing them required
Tracking and updating the GSR/Invoice Tracker
Processing ALL Jhpiego invoices and raising Admin related GSRs
Validating parking for staff
Relieving Operations Assistant
Opening the office and ensuring its security

Asset Inventory

Track Inventory in the internal tracking system
In liaison with the Administration Manager, periodically update the inventory system
NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:
model the mission and values stated above
participate in the business development process
contribute to the knowledge sharing and transfer process
make responsible decisions that result in time and cost containment and clear accountability
participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives

Required Qualifications:

Bachelor’s degree in Business Administration/Management with 2 years’ experience in an NGO setting
Or Diploma with Minimum 3 – 4 years’ relevant experience in procurement
Strong problem solving and excellent decision making
Experience with QBE
Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
Work well under pressure and prioritize to meet deadlines.
Ability to work independently with a high degree of reliability, accuracy, and productivity.
Strong oral and written communication skills; fluency in English is required.
Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Preferred Qualifications

Basic understanding of COVID-19, MCH, HIV/AIDS, RH/FP and Health related issues, with a global focus is necessary. 
Excellent organizational skills including the ability to multitask
Be of high integrity and able to maintain confidentiality.
Proficiency in both written and spoken English and Kiswahili.
Abilities/Skills: (action, i.e. negotiate, manage, exercise independent judgment, network, train, etc.)
A broad variety of programmatic, administrative, financial, and computer skills (including Word Access, Excel, PowerPoint, Outlook, and Access), which may need to be acquired through very quick learning.
Experience in team working and multi-cultural staff.
Excellent organizational skills.
Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
Attention to detail and accuracy in data management, analysis, and reporting
Strong presentation and communications skills, oral and written
Ability to communicate effectively, instilling trust and confidence.
Experience in managing teams and supervising multi-cultural staff.
Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization.

Apply via :

jobs-jhpiego.icims.com