Administrative Assistant Job in Kisumu, Kenya

Group/unit: MVP

Posts: (1 position)

Position grade: (1 year contract)

Duties and responsibilities:

The Project Administrative Assistant/Secretary will be responsible for providing administrative service that support project implementation and management and day-to-day liaison with workmates.

She/he will provide comprehensive secretarial and administrative support to the Project Team Leader/Cluster Manager, including drafting correspondence, taking of minutes, making travel arrangements and related tasks.

The Project Administrative Assistant/Secretary carries out his/her functions under the direct supervision of the Finance and Administrative officer. Specifically, the incumbent will:

• Provide office support to the MVP in Kisumu. Be responsible for day-to-day project correspondence, information sharing and ensuring that appropriate follow-up actions are taken. Prepare minutes of project meetings help in organizing project events.
• Secretarial work including assisting in keeping administrative databases of project contacts, also including filing and records maintenance/documentation.
• Assisting in making logistical arrangements for travel and hotel bookings for MVP senior staff and visitors.
• Assist in office procurement and stores management.
• Perform other duties as determined by the Finance and Administrative officer

Competencies

• Professionalism - Knowledge of the NGO systems. Demonstrated ability to manage processes and maintain accurate records.
• Ability to work independently and to maintain flexibility in working hours.
• Planning and Organising – Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.
• Demonstrated ability to coordinate tasks to meet deadlines.
• Teamwork– Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Demonstrated ability to develop and maintain effective work relationships with counterparts. Communication – Ability to write in a clear and concise manner and to communicate effectively orally.

Skills and Qualifications

Education
Good pass in Kenya Certificate of Secondary education (KCSE) level of education or above. A Diploma in Secretarial, Administration or a field related to office administration and management is essential.

Work experience
At least 3 years of administrative assistance experience, of which preferably; experience in providing assistance in project coordination and implementation.

Language proficiency
Fluency in written and spoken English & Kiswahili

Other skills
Computer literacy (Microsoft Office & Internet) is essential; Familiarity with NGO Financial Regulations and Rules is regarded as an asset.

Terms of Offer
Millennium Promise is an equal opportunity employer offering a competitive salary. The contract is for an initial period of one year, renewable subject to three months probation period.

How to apply

Prepare:

• A cover letter illustrating your suitability for the position, and your salary expectations.
• Detailed and up-to-date curriculum vitae and attach your testimonials.
• The names and addresses of three referees, including telephone numbers and email addresses.

Address this to:

Team Leader/Cluster Manager-Millennium Villages Project
P.O. Box 2389-40100
Kisumu

Deadline for Application: 4th May 2012

NB: Only short listed applicants will be contacted.