Job Description
The International Planned Parenthood Federation (IPPF), Africa Regional Office WISH 2 Project is looking to fill the position of Administration Assistant.
The post holder will provide general administrative, procurement and logistical support to the WISH 2 project.
Duties and Responsibilities
Receives visitors and informs staff of their arrival give them directions and signs them in and out
answers the telephone and takes messages when necessary
makes appointments when request
Sign for all incoming mail, invoices, parcels and directs them accordingly
Ensures a proper filing and record keeping system for WISH documents
Files the additional information requested (e.g. newsletters, etc.)
Monitors the status of the communication equipment – telephone/ copier etc and reports any malfunction
Builds and maintains positive relationships with all members of the WISH team, AROOffice and contacts with relevant Central Office staff and individuals outside the Federation
Liaise with the Africa Region team on all matters relating to Government ministries and agencies (Foreign Affairs/Home Affairs/ Immigration Dept./Kenya Revenue Authority etc.) on matters pertaining to the status of IPPFARO local and non-local staff
Supports in duties pertaining to travel and other logistical arrangements including – travel and accommodation, hotel bookings, taxi services, submission of claims etc;
Provides administrative support to organization of conferences, workshops and other events including logistics and preparing materials for meetings such as agendas, handouts etc
Ensures conformity with IPPFARO Health and Safety regulations and in particular the protocol with respect a fire outbreak and/or other emergencies and to ensure that fire exists are free from blockages which render the evacuation of staff and visitors difficult in the event of a fire
Requisitions and maintenance for office supplies including stationery, kitchen items and other routine supplies and ensures they are replenished in a timely manner;
Support the programmes in various administrative tasks as may be requested from time time
Provide support to various team members as may be requested and any other duties that may be assigned from time to time
QUALIFICATIONS & PROVEN ABILITY
Degree in Business Administration or its equivalent
Three years relevant experience in administration and preferably in the NGO sector.
Strong IT skills (Word, Excel)
A high degree of diligence and attention to detail.
Good interpersonal, communication and negotiating skills, flexibility and a team
Professional manner linked with tact and diplomacy
Adaptable, able to switch from one task to another as the need arises
Good organisational skills along with the ability to prioritise tasks
Ability to maintain a high level of confidentiality
Initiative and ability to work independently as well as a member of a team
For details on the job profile check; www.ippfar.org
Competitive remuneration will be negotiated with the successful candidate.
IPPF is an equal opportunity employer. Closing date 9th August 2019.
We regret only shortlisted candidates will be acknowledged.
“Applications are particularly encouraged from candidates openly living with HIV.”
IPPF has​ been made aware of various fraudulent vacancy announcements circulated via e-mail from websites falsely stating that they are issued by or in association with IPPF. These correspondences, which may seek to obtain money from the recipients of such correspondence are fraudulent and IPPF does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees).
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