Administrative Assistant

Description:
Performs and provides, programmatic support duties for the project. Provide support to the technical team in preparing reports, organizing and maintaining hard copy and electronic filing, establishing and maintaining a database of key stake holders, maintaining records of meetings, scheduling meetings and   supervises Office Assistants and Drivers. Coordinates and maintains records management. Serves as a primary resource for assistance in the Project.
Job Summary / Responsibilities:
Performs and provides, programmatic support to the project including development of annual and quarterly plans and preparing quarterly reports as well as assisting in development of budgets.
Provides administrative support to the project including copying, and large- scale mailings.
Assists Technical staff with requests from sub county offices and other staff members.
Coordinates technical visits, travel authorizations, expense reports, to support implementation of   the Afya Uzazi project.
Schedules meetings and meeting arrangements for the project as needed (e.g. scheduling conference rooms, logistics).
Prepares documents, reports and briefing materials for consultants, staff and clients.
Ensures documentation and reports are tracked regularly.
Sets up and maintain the project’s electronic records and files, prepares, presentations and graphics, for the project staff.
Communicates with both internal and external personnel as required.
Performs other job-related duties as assigned by the Chief of Party.
Qualifications:
MENTAL AND PHYSICAL REQUIREMENT: KNOWLEDGE, SKILLS AND ABILITIES:
Typically requires 3 -5 years of programs and program management support experience.
Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Must be able to read, write and speak fluent English.
Good planning and organizational skills.
Excellent computers skills in MS Office Suite.
Prior experience in a non- governmental organization (NGO) preferred.
Experience in program management procedures.
MINIMUM RECRUITMENT STANDARDS:
Bachelors’ degree in Knowledge/Information Sciences, Communications, Education, Business Administration, Project Management, Health, Behavioral, Life/Social Sciences, International Development or related field with 1-3 years’ experience.