Duties and Responsibilities
Africa Director’s support
- Maintain an up-to-date calendar of events and/or appointments
for the Africa Director.
- Schedule meetings and interviews for the Africa Director with
third parties and make logistical arrangements for the Africa Director
meetings outside the office.
- Organize for the Africa Director’s travel by getting
invitation letters, arranging for visas and flights.
Front Office Reception
- Receive and screen visitors to the office, assisting them with
enquiries /references while directing them appropriately.
- Call and fix appointments with external interlocutors upon
request (Authorities, lawyer, & HQs.).
- Take note of all messages left on the answering machine every
morning and ensure proper transmission to correspondents.
- Propose and champion for ways to manage phone utilization
costs.
- Summarize monthly bills for telephone and courier and provide
input to finance department for charging to specific project budgets.
- Ensure that the front office reception is maintained, neat,
tidy and welcoming at all times.
- Incoming and outgoing mail management, record and dispatch
cheques and other payments made by the office for collection/delivery.
- Manage the office diary, i.e. booking the meeting rooms,
recording workshop dates, travelling dates and manage staff movement.
- Maintain and update the Practical action contact lists for
stakeholders and service providers.
- Accurate filing of documents and correspondence while ensuring
there is efficient movement of documents within the office.
- Preparation of requisitions for office stationery, kitchen
items and toiletries.
- Attend meetings as expected and participate accordingly.
- Manage the general e-mail addresses, incoming & outgoing
official calls and ensure that information is distributed to appropriate
staff in a timely manner.
- Work closely with the Office Assistant and provide cover for
each other as appropriate.
Logistics & Procurement Support
The administrative assistant, in conjunction with the Procurement and Logistics
officer will assist in performing procurement and logistics functions including
and not limited to:
- Support in the strengthening of internal controls around asset
management ensuring Practical Action’s assets are safeguarded at all
times.
- Assist in the preparation of procurement requests of office
supplies for onward processing to the Procurement and Logistics officer.
- Assist in tracking orders and ensuring timely delivery of the
same.
- Provide support in receiving goods and services while ensuring
right quantities are delivered and quality services are rendered as per
respective purchase orders.
- Take part in preparation of project procurement plans.
- Assist in responding to queries from internal and external
clients regarding procurement matters.
- Manage and monitor office stock levels and identify office
purchase requirements.
- Facilitating travel/transport arrangements for staff and
visitors including airline tickets, office vehicles and taxis, subject to
appropriate approvals.
- Arranging/making reservations of hotel accommodation for staff
and visitors and process the associated costs.
- Provide support in identifying and booking suitable meeting
venues for official Practical Action meetings and ensure availability of
all materials and equipment required at competitive rates.
- Assist in maintaining relevant internal databases and
procurement files in a chronological order
- Assist in maintaining and tracking vendors’ contractual
agreements on an annual basis
- Receiving approved invoices and ensuring payments are
processed on a timely basis and forwarded to finance for remittance.
- Conduct regular checks on office maintenance (furniture and
fittings) and report any defects to the Procurement and Logistics
coordinator.
- Provide support in international travel requirements for staff
and visitors to Kenya.
- Keep record and collate information for updating the Carbon
footprint measurements tool (paper consumption, LPG use,
Qualifications
To be successful in the role, the ideal candidate
will be able to demonstrate:
Experience & Knowledge
Essential
- Bachelor’s in business administration, Supply Chain, or
related field.
- At least 3 years relevant working experience in a similar
position
- Excellent administrative skills
- Good communication (verbal and written) skills in English.
- Good inter-personal skills and ability to work in a team with
minimal supervision.
- Ability to organize multiple tasks and prioritize
appropriately.
- Ability to handle confidential information in a discreet and
professional manner.
- Practical experience in the use of the Internet, email and MS
- Office applications (spreadsheets)
- Time management skills.
How To Apply
If you are ready for an exciting challenge with an
organisation whose mission and values are particularly relevant in these
rapidly changing times, please forward your application, curriculum vitae and
cover letter to: Practical Action, Kenya Office by email: recruitment@practicalaction.or.ke
no later than 12th July 2024 indicating ‘Practical
Action: Job Title in the subject line of the email. Your cover
letter should outline why you feel this is the position for you and you are the
right candidate. Please include the names of 3 referees in your CV.
