Malteser International – Administrative Assistant

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Reporting to: Senior Administrator, Country Coordinator

Main purpose of the role:
Provide administrative support to Country Office. Duties include general clerical, receptionist and project based work. Project a professional organization image through in-person and phone interaction.

Ø Receiving and making telephone calls and switch board control.
Ø Receiving and welcoming visitors and making appointments.
Ø Organizing travel/accommodation arrangements for Malteser staff and visitors and compiling travel lists.
Ø Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, filing, scanning and binding.
Ø Preparation of absence/presence lists for Regional Office Nairobi.
Ø Updating of Malteser Africa address list / extension and phone list for Regional Office Nairobi
Ø Ensuring day to day smooth function of Regional Office Nairobi and Team House. This includes making shopping lists to replenish supplies of consumables, checking cleanliness of the office, reporting broken equipment for repair, etc.
Ø Petty cash management.
Ø Assisting in making and catering for Team house and guest room arrangements after office hours.
Ø Store management for the stationery store in RO.
Ø Making payments (cheques/online), making bookings for hotels and trainings and coding.
Ø Assisting in preparation of Regional Office Nairobi and Kenya Programmes cash books according to Malteser standards.
Ø Preparation of PRFs for Regional Office Nairobi and Kenya programmes.

· Certificate or Diploma in secretarial, business, CPA or office management studies.
· Experience with logistics and secretarial management.
· Good knowledge of office support functions.
· Some knowledge of supervisory practices.
· Some knowledge of financial record keeping.
· Good computer skills in Microsoft Excel, Word, PowerPoint, Outlook, Internet, etc.
· Excellent English oral and written language skills.

Personal Qualities
Ø Experience working in multi-cultural office environments.
Ø Ability to prioritize work according to importance and deadlines while meeting work demands.
Ø Possesses initiative and is able to work with minimum supervision.
Ø Demonstrates adaptability and flexibility in all aspects of work.
Ø Experience working with an NGO beneficial.

Ø Starting date: as soon as possible, preferably: June 2017
Ø Duty Station: Nairobi
Ø Duration of contract: 8 months renewable
Ø Salary according to qualification and experience, insurance package
Ø Please note that this is a national position with a local contract and an unaccompanied position
Only shortlisted candidates will be contacted.

How to apply:
If you are interested in this position, kindly submit your application (CV, letter of motivation, copies of diplomas and three professional references to nairobi@malteser-international.org on or before 30/05/2017.

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