PATH is an international, nonprofit organization that creates sustainable, culturally relevant solutions, enabling communities worldwide to break longstanding cycles of poor health. PATH's mission is to improve the health of people around the world by advancing technologies, strengthening systems, and encouraging healthy behaviors.
Program Overview: The Partnership for an HIV-Free Generation is an initiative aimed at reducing HIV prevalence among youth by promoting positive behavior change and linking young people to economic opportunities. It is a ground-breaking approach empowering youth to make healthy decisions for their futures. This initiative represents a new model for development, to involve multiple partners from the public, private and non-profit sectors, and to utilize 21st century techniques and technologies to support HIV prevention.
We seek to fill the position of Administrative Assistant to provide administrative and logistical support to the program team and Finance Advisor of the Partnership for an HIV-Free Generation, Kenya office. The roles and responsibilities will include the following:
- Provide administrative support in the design, implementation and monitoring of project activities.
- Assist the technical staff in ensuring the coordination, implementation and monitoring of program activities according to the workplan.
- Assist with processing of financial requests, travel expense reports and work orders for short term consultants
- Organize and coordinate logistics including coordination of invitations for meetings and workshops, with the exception of flight bookings.
- Maintain program, administrative and finance specific files and updates them from time to time to ensure current information is accessible for future reference as the need arises.
- Oversee timely and accurate submission of financial requests and timecards from the staff in the field to the relevant authorities for approval.
- Serve as a liaison to the Finance Advisor and program staff on administrative/financial issues
- Process VAT exemption certificates, submit for approval, keep track and follow with relevant authorities.
- Prepare check requests, procurement requests and other procurement document as necessary and ensure timely submissions to PATH finance for processing.
- Maintain an inventory of program materials in the store, keep track of the distribution and ensure monthly reconciliation, in liaison with the Events Officer.
- Backstop the Administrative Assistant when away from duty.
- Take minutes during staff and partner meetings.
- Other duties as assigned by the Finance Advisor.
- Pleasant personality – able to deal congenially and effectively with people.
- Excellent written and spoken English, excellent communication skills, attention to detail, and ability to meet deadlines.
- Able to handle multiple tasks efficiently. Flexibility and prioritizing skills a must.
- Good time keeping skills; maintain time schedules and flexibility to work extra hours as needed,
- Willingness to learn, use and maintain office machines and assume more responsibilities as skills increase.
- Problem assessment and solving skills.
- Willingness and interest to support HFG’s programs and goals.
- Ability to perform all duties and responsibilities in a timely manner with minimal supervision
- Demonstrated ability in Microsoft office computer packages e.g. Microsoft word, Excel, Power point and outlook.
- Degree in Business management or equivalent; plus a minimum experience/internship of at least one year working with a fast-paced public or private organization or
- Diploma in Business management with at least one year relevant administrative experience in a busy office environment.
- Knowledge of principles and practices of basic office management and procedures.
- Experience with operation of standard office equipments.
- Experience must reflect knowledge, skills and abilities listed above.
Administrative Assistant (4914)
Nairobi, KENYA
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