Job Overview
SHOFCO is seeking a highly motivated and experienced Administrative Assistant responsible for administrative requests and help with a variety of tasks including but not limited to data entry, lodge timely shopping cart requests and expense reports on SAP, filing, assist in organizing meetings and events, and general office work.
The ideal candidate should be a quick learner with good attention to detail, have good communication skills and be able to work well with others. Overall – Provide oversight for all administrative tasks assigned to project.
Key Responsibilities / Duties/ Tasks
Providing administrative support to management and project team and in some cases, clients and visitors
Handling office ad-hoc duties such as answering phones, organising files, drafting letters, meeting minutes,
Manage calendars via email, phone and face-to-face meetings and scheduling meeting; support senior staffs and community members with meetings arrangement.
Developing and managing spreadsheets; maintaining databases; tracking important deadlines
Support all IIVC forums in the regions with our presence through requests placement and timely payments follow ups.
Timely accounting and placement of requests SAP -Undertake administrative tasks – requesting various department budgets for events, hall payments, refreshments, staff stipends, transport, airtime, welfare meals
Coordinate and arrange travel plans for managers and project team which includes flights, car rentals, hotel accommodation
Inspect and verify items received from suppliers against the purchase order.
Follow up on all office requisitions, check on proper documentation ie the contract, ID copies and KRA pins.
Maintain, request, brand and furnish the offices – office furnitures and fittings, stationeries, etc and maintaineing the office equipments.
Support with planning of smooth running of projects (small and big) events organized by the project team.
Ensure utilities payment i.e. rent, electricity, water etc.
Perform any other assignments as assigned by supervisor
Education Qualifications
Academic Qualification:
Degree/Diploma in Administrattion and/or Management or related field
2 year experience in an administrative position
Professional Qualification:
Business related course certificate or a related qualification in the field
Other required qualifications (unique/job specific):
Have problem-solving skill
Have good time management skills
Must have attention to details
Must be organized in how they work and priorities their work
Must have good communication skills
Familiar with office equipment and procedures such as photocopier, printers etc. and computers for Word processing, Spreadsheet creation etc.
Functional Skills:
Creative
Innovative
Attention to Detail
Analytical, detail oriented and organised
Presentation skills
Networking
Computer proficiency
Flexible and Adaptable
Confidential
Multi-tasking
Behavioral Competencies/Attributes:
Collaborative
Team leadership & People oriented
Persuasive, persistent and proactive
Self-Driven; Willingness to learn
Negotiating and influencing
Work independently
Strong interpersonal skills
Outspoken and assertive
Honesty and integrity
We are an equal opportunity employer and value diversity in our organization, all interested applicants should send their applications together with a detailed Cover letter and CV to recruitment@shininghopeforcommunities.org with a clear subject line “Administrative Assitant – Programmatic ”. Female candidates are highly encouraged to apply. Only shortlisted candidates will be contacted. Applications should reach us no later than 28th February 2024.
Apply via :
recruitment@shininghopeforcommunities.org