Primary Purpose:
This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.
Essential Duties:
Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.
Assists in administrative duties and HR duties as required by the HR management including supporting recruitment drives.
Receives and distributes monthly Safaricom telephone Invoices to the staff who have exceeded their limits.
Completes quality checks for DHL and Safaricom bills on behalf of the Procurement Unit for payment processing by the Accounts department.
Completes Travel Expense Reports for Senior Management Team on completion of an official trip.
Assists in preparing for high-level meetings e.g. PRM Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any).
Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
Assists the Office Manager in managing the Resource Centre ensuring that resources borrowed are returned on time.
Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
Works with the Receptionist to order and take stock of office supplies ensuring that there is always enough supply for refugee applicants and the smooth operation of the front office.
Continuously works on finding ways to improve administrative processes.
Maintains Office Management procedures including contact information, directions, and frequently requested organization information.
Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office.
Qualifications:
Experience:
Four (4) years of related work experience with increasing responsibilities is required.
Previous experience working with an International NGO is an added advantage.
Skills:
Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook.
Knowledge of office management systems and procedures.
Committed to and conform with the organization’s mission.
Education & Certifications:
Bachelor’s degree in Business Administration or related field; or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required.
Abilities:
Manage large and diverse workload under pressure with competing priorities.
Maintain the integrity of official records.
Analyze and solve complex problems and make sound decisions.
Work with minimal supervision.
Maintain a high performance standard with attention to detail.
Work independently and contribute to overall operations of RSC Africa.
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
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