Twaweza, Administrative Assistant

Twaweza, a dynamic East Africa wide organization,

is looking for a competent, effective and energetic Administrative Assistant based in Nairobi

Job Title:          Administrative Assistant

Salary Grade:    3/4

Reports to:       Operations Manager

Supervises:      None

Location:          Nairobi, Kenya

Start Date:        As soon as possible

Overall Responsibilities:

Under the guidance of the Operations Manager, provide administrative support to Twaweza staff on administrative matters, including: purchase of office supplies, office building and equipment management and repairs. Ensure that administrative systems are functioning effectively, efficiently and in a user‐friendly manner in support of smooth implementation of Twaweza programs, including to staff, partners, visitors and the public at large.

Specific Responsibilities

1.      Ensure that office premises are in good state for repair at all times through liaison with landlord and service providers.

2.      Ensure that all office equipment (computer, fax, scanner, photocopy machine, LAN, telephone systems, vehicle & generator) are well maintained and operating optimally.

3.       To ensure that all utilities are functioning running (water & electricity), and bills are paid on time.

4.      Managing and maintain store inventories of fuel, consumables, stationary and publications.

5.      Ensure that the Twaweza offices and its environment are clean, including liaising with the cleaning company.

6.      Ensure that all services are provided on a regular basis as per service agreements.

7.       Ensure all service provides and suppliers are effectively managed;

8.       Provide support to the procurement process in a manner that is transparent, fair, and in accordance with policy, ensures Twaweza value for money, and keep proper records;

9.       Ensure that fire protection systems at Twaweza are in place including fire extinguishers, security alarms, fire suppression etc.

10.   Prepare and submit timely and accurate monthly report for repair, fuel, utilities, consumables, and stationery.

11.   Support colleagues in all units with Admin‐related tasks as needed.

12.   Undertake any other lawful tasks required by the Supervisor.

General Responsibility

1.      Successfully implement above responsibilities and assigned activities (and associated budgets) in work plans, consistent with Twaweza policies.

2.      Effectively contribute to conceptual development, planning and monitoring processes at Twaweza.

3.       Implement and foster adherence to the established Twaweza policies, regulations, guidelines and procedures.

4.       Participate actively in organization wide learning and other joint activities.

5.       Undertake any other lawful tasks as may be assigned by the Supervisor.

Core Qualifications

1.      A degree in Public Administration, Business Administration, or any other relevant discipline;

2.      At least 3 years administrative experience

Twaweza Job Description: Administrative Assistant

3.       Experience of working in office or other work environment that involves managing logistics and reports.

4.      Strong organizational skills, ability to take initiative and solve problems/deliver results on time

5.      Proficiency in spoken and written English.

6.      Can take initiative, get things done, really well, and fast.

Changes and Amendments:

This job description may be amended by Twaweza after consultation with the employee and the supervisor.

Application process:

To apply for this position, please submit your CV (max 4 pages) to twaweza@empower.co.tz, including a cover letter explaining your interests/motivations to work for Twaweza, and 2 samples of your written work and names of 3 referees, in MS Word or PDF file. In the subject of your email write your name and the position you are applying for.