Food for the Hungry – Administration Assistant (Nairobi).

The Administration Assistant reports hierarchically to the HR &Admin Manager.

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URGENTLY REQUIRED: ADMINISTRATION ASSISTANT – NAIROBI OFFICE.
 
FH Kenya, a Christian relief and development agency seeks to fill the following vacant position:
 
Job Title: Administration Assistant
 
Department: Administration
 
Location: Nairobi
 
Reports To: HR & Administration Manager
 
Closing Date: 18th October 2019
 
VALUES, VISION, AND PURPOSE
 
At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision, and Purpose, which serve as the explanation of who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty.
 
POSITION IN THE ORGANIZATION
 
The Administration Assistant reports hierarchically to the HR &Admin Manager.
 
PURPOSE OF THE JOB
 
To provide administrative and secretarial support to the FH Kenya office.
ESSENTIAL TASKS AND RESPONSIBILITIES
Key result # 1 – Executing reception and administrative duties
  1. Greet visitors and direct them to the appropriate persons, answer telephone calls, route calls and take messages.
  2. Ensure timely payment of bills- i.e. – telephones bills, courier services and taxis among others.
  3. Maintain an adequate supply of all required stationery.
  4. Monitor servicing of office machines and report to the supervisor if servicing is due.
  5. Ensure that office and office equipments are clean and that staff are provided with refreshments as necessary.
  6. Organize for periodic general cleaning of the entire office and office furniture.
Key result # 2 – Handling logistical duties
  1. Make travel arrangements for FH personnel, including securing visas and other travel requirements.
  2. Circulate itineraries to donors and other visitors when and as need arises.
  3. Prepare payment authorisation forms, purchase requisitions and other official documents related to various field office operations.
  4. Ensure that (postal) packages are correctly addressed and sent out to the correct destinations either by post, DHL or other means.
  5. Arrange accommodation and travel for visitors, sponsors or donors visiting the FH Kenya office.
Key result # 3 – Providing secretarial services to staff
  1. Provide a variety of secretarial services like writing and editing letters, arranging appointments and maintain FH’s general email address list, forwarding communication to concerned staff for action.
  2. Set up and maintain a proper filling system for specified departmental documents.
  3. Issue cheques to suppliers as per set guidelines.
Key result # 4 – Offer support to staff
  1. Provide support in the organisation of workshops and trainings. Ensure proper storage of programme assets in the office/containers/warehouse.
  2. Provide additional services, as required, to contribute to the overall effectiveness and efficiency of program/office operations.
QUALIFICATIONS
  • Vibrant personal relationship with Christ
  • Good interpersonal skills
  • People skills: warmth with people, conversational, able to relate to and be in continual interaction and communication with people.
  • Analytical and problem solving skills
  • Attention to details and high level of accuracy
  • Effective verbal and listening communication skills
  • Strong working knowledge of computers and MS Office Suite
EDUCATION AND EXPERIENCE
Diploma in Secretarial studies, Business Administration or related discipline /comparable qualifications plus minimum of two years of working experience within a similar or comparable environment.
 
LANGUAGE SKILLS
 
Proficiency in spoken and written English and Kiswahili.
Interested and qualified candidates should send their applications (clearly indicating their current or expected salary), updated CV with three referees, day telephone contacts to: Human Resource Manager Email address:
hr-fhkenya@fh.org by 18th October 2019 COB.
 
Only shortlisted candidates will be contacted.
 
NB: We do not solicit for any funds during the entire recruitment exercise.

 

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