Australia Awards for Africa Program Manager Job Ksh 55-70K

The Australia Awards for Africa Program is a key component of the Australian Government’s development assistance to targeted countries in Africa.

This three year contract aims to provide 1000 awards per year across almost all of Africa, comprising a mix of scholarships and fellowships.

The Program will be managed by GRM International which is seeking to fill the following positions for the Nairobi hub office;

Job Title: Office Manager - Kenya

GRM Job Reference: CE-04019-PRJ

Region: Africa

Country: Kenya

Location: Nairobi

The Australia Awards for Africa Program (AAAP) is a key component of the Australian Government’s development assistance to targeted countries in Africa.

This three year contract aims to provide 1000 scholarships per year across almost all of Africa, covering post-graduate courses, short courses and professional development through work attachments.

Reporting to: Officer in Charge, Nairobi – Australia Awards for Africa Programme (AAAP)

Based: Nairobi

Salary: 55,000 – 70,000 KES/month gross

Duration: End Date 31 December 2013 with 2 year option to extend.

Functions:

 

• Provide office support to the project team on administrative, logistic and operational matters.
• S/he is ultimately responsible for the effective and efficient administrative and logistical running of the AAA office.
• Supervise and quality assure (QA) the receptionist, driver and cleaner in liaison with the PUM.
• Assist the OIC with the set up of the office, including procurement of furniture and other equipment.

Duties and Responsibilities:

Reception

• Liaise with courier companies on the pickup and delivery of AAA documentation and equipment.
• Ensure all courier-related documentation is appropriately filed and undertake occasional quality assurance (QA) checks.
• Stand in at reception in the absence of the Receptionist

Office Administration

• Take minutes of meetings, type up reports and prepare meeting files when required.
• Responsible for the office filing system both electronic and hard copy files.
• Responsible for the storage room in regards to systems, tidiness and liaising with PUM and other staff ensuring that correct filing is done at all times.
• Ensure adequate levels of office supplies including paper, toner, ribbons, stationery and other consumables.
• Carry out ordering procedures in a timely and effective manner so that the office does not run out of any of supplies.
• Issuing of stationery to staff, when necessary.
• Ensure adequate supplies of refreshment supplies for the kitchen are available at all times, including coffee, tea, milk, sugar, etc.
• Keep track on the usage of all supplies for reporting purposes.
• Ensure all kitchen equipment (crockery, cutlery, fridge, microwave etc) is kept in good working order and any maintenance undertaken.
• Ensure boardroom and equipment, refreshments etc is arranged for meetings for visitors and for training purposes
• Provide administrative support as required, particularly during PDB and selections preparation, including photocopying, scanning, collating, document formatting, and binding.
• Liaise with building manager on all issues relating to the office.
• Ensure adequate cleaning services are provided for the office and that the office area is kept neat and tidy at all times.
• Manage the recycling of paper and other materials.

Staff support

• Arrange and provide secretarial services for weekly staff meetings.
• Liaise with travel agent on flight bookings for senior personnel as and when required.
• Responsible for logistical arrangements for visiting consultants and AAA personnel including airport pickups and accommodation as requested
• Other duties as requested, including the running of errands and driving duties.

Qualifications, Skills and Experience

• Tertiary qualifications in an appropriate discipline and minimum 2 years experience in office administration.
• Exceptional organisational skills and telephone manner necessary to fulfil the role of receptionist.
• Excellent written and oral communication skills and experience in dealing with people of different nationalities and levels of authority.
• Good computer skills including competency with Microsoft Office applications.
• Demonstrated experience with the use and maintenance of office equipment including switchboard, fax, copier and scanner.
• Strong prioritisation, task and time management abilities.
• Ability to work independently as required whilst maintaining a team approach.

Application Details;

Please email an updated CV along with 5 – 8 bullet points within the body of the email on why you are suitable for this position – any application without this requirement will not be considered

All applications are to be sent to caroline.ellis@grminternational.com before Sunday 10th July 2011 and state ‘Office Manager AAAP’ in the subject line of the email.

Please note no living allowances or relocation packages apply to this position.

Click Here to Apply Online

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