Administrative Assistant - AMREF

AMREF is the largest international health development non-governmental organization based in Africa.

Working with and through African communities, health systems and governments, AMREF aims to close the gap that prevents people from accessing their basic right to health.

Headquartered in Kenya, AMREF has programmes in Ethiopia, Uganda, Southern Sudan, Kenya, Tanzania and South Africa.

Employing over 800 staff and with an annual operating budget of approximately $70 million, AMREF is a knowledge resource for donors and partners.

For more information visit our website www.amref.org.

We are seeking to fill the position of Administrative Assistant, Ref: CHR/11/08-14 to be based at AMREF Headquarters

Job Title: Administrative Assistant

Directorate: Operations

Unit: Corporate Finance

Physical Location: AMREF Headquarters

Reports to: Corporate Finance Manager

Main Purpose of Job

To provide general administrative support to Corporate Finance by ensuring effective communication, information processing and logistics coordination

Key Responsibilities

Secretarial support and information flow

• Receives and reviews correspondence to the office
• Provide the relevant case history
• Prepare routine responses for the manager or directs it within the unit for action as relevant
• Receiving and dispatching correspondence
• Completing forms in accordance with foundation procedures
• Conducting searches to find needed information using such sources as the Internet

Reception

• Receives all visitors and acts as the first point of reference for all queries to the unit
• Answering telephones and giving information to callers, taking messages or transferring calls to appropriate individuals

Planning

• Coordinating the director’s calendar of events through communications to relevant offices both internal and external
• Annual planning as well as ad hoc planning of activities

Organising

• Coordinating the execution of events under the office including meetings, workshops and other work-related gatherings

Reporting

• Processing and distributing a variety of reports including minutes, monthly and annual reports from the office as required

Information Management

• Developing and maintaining relevant databases and filing systems for optimal management of information and contacts

Office Management

• Maintaining the office inventory and stationary supplies and utility services maintenance

Liaisons

• Liaising with both external and internal contacts in coordination with the director to ensure follow-up and execution of planned activities. This includes but is not limited to AMREF collaborators, donors, partners, managers and staff as may be relevant

Budget Control

• Monitoring the office budget and support its preparation as needed

Required Qualifications

Education and knowledge

• Diploma in Management, KSCE
• Knowledge of modern office procedures

Experience

• 3 years in office support
• Office management in a busy office environment

Skills

• Report writing
• Planning and organization
• Detailed
• Proactive
• Team work
• Interpersonal
• Communication skills

Competences

• Confidentiality
• Ethical
• Integrity
• reliability
• Ability to work within deadlines

Mental Competencies

Problem Analysis

• The job requires a professional and analytical approach to office administration.

Flexible Thinking

• The job requires creative problem solving within the framework of set corporate policies and procedures.

Decision Making

• The job requires ability to make timely and well-considered decisions based on corporate policies

Communications

Oral

Internal: The job demands a high level of oral communication skills in order to effectively communicate with other departments and staff members

External: The job demands a high level of oral communication skills in order to effectively communicate with external parties including banks, debtors, creditors, country offices

Written:

Internal: The job demands a high level of written communication skills in order to effectively communicate with other departments and staff members

External: The job demands a high level of written communication skills in order to effectively communicate with external parties including banks, debtors, creditors, country offices and donors

Environmental Conditions

Corporate Policies, Systems, Procedures and Methods

The job demands a thorough understanding of corporate culture and Human Resource Management policies and procedures

Work Environment

Normal office environment

Hours of Work

Normal working hours. Job holder may be required to work outside normal working hours due to the nature of the work in general

If you feel that you meet the criteria, complete the online application form here attaching your CV. We regret that only short-listed candidates will be contacted. We encourage those interested to send their applications by Friday, 09 September 2011.

AMREF is an equal opportunity employer and has a non-smoking environment policy.