World Concern Development Organization Administrative Assistant Job in Kenya

World Concern Development Organization wishes to recruit an Administrative Assistant to be based in the Garissa office.

Primary Responsibilities:

Manage the central communication functions of the HADA Garisa office including telephones, fax and central reception.

Provide administrative support to HADA staff and represent World Concern in a positive professional manner to all guests, visitors, vendors, staff and beneficiaries.

Assist in establishing and maintaining an effective and efficient records management system.

Essential Functions:

• Maintain a warm welcome, provide information to staff, receive all messages, communication, visitors and telephone callers to World Concern and direct them accordingly.
• Maintain staff notice board in an attractive manner making sure posted items are relevant & timely.
• Ensure public areas (especially guest reception) are maintained in a professional manner.
• Oversee the operation of the photocopier and fax machines. This includes maintaining various logs for these operations for managerial and billing purposes and effectively liaise this information with accounts and Logistics departments.
• Maintain an updated list of telephone contacts for staff and other agencies for easy reference.
• Receive & date-stamp correspondence and distribute the same to the respective people in a timely manner.
• Provide support to the HADA Staff in diary/appointment management, documentation-filling, photocopying and faxing, sending regular communication to all staff from his/her desk and preparation of the HADA staff travel advances and returns.
• Ensure that office procedures are being followed on regular basis including security procedures
• Coordinate travel and bookings for staff and visitors as requested in coordination with the logistics department.
• Assist in establishing and maintaining an effective and efficient records management system.
• Generate reports and responds to inquiries regarding entered data as requested.
• Perform other job related duties as assigned.

Measurability

• Fulfill primary responsibilities as described above.
• Visitors & guests are made to feel welcome and important.
• Staff receives prompt courteous information.
• Accuracy in correspondence and finance transactions
• Punctuality & attendance are made a priority
• Ability to manage and resolve conflicts in a mutually respectful manner
• Maintain a positive and constructive attitude
• Operate within World Concern communications standards for timeliness

Qualifications, Experience and Skills Required:

• Minimum Diploma in IT, Secretarial studies, Community Development or Social Work or a Bachelor Degree from a recognized Institution.
• At least 1 year experience in a clerical position with exposure to figures and computerized data entry
• Strong proficiency in IT including very strong keyboard skills with good speed
• Good personal organization
• Strong work ethic and commitment
• Good interpersonal and relationship management skills
• Attention to detail
• Proficient in use of Ms Office (Ms Access, Ms Excel, Ms Word, PowerPoint) and Internet based applications
• Goal oriented and has the ability to work under pressure
• Fluency in spoken and written English. Knowledge of the local language will be an added advantage.

Working Conditions/Environment

• Based in Garisa County
• Multi-ethnic and multi-cultural environment
• Periods of unsocial working hours requiring flexibility
• Basic office environment with periodic disruption of power, water, internet etc.
• Living arrangements are in a team house or guest house with basic accommodations.
• Working and living in a cross-cultural, sometimes unstable or insecure environment.
• Apolitical, gender sensitive office setting.
• Health and hygiene standards are often poor.
• Drug free environment including alcohol and tobacco

If you believe you are the candidate we are looking for, please submit your application and CV detailing your experience for the post, current email and phone contacts to worldconcernhr@wcdro.org by COB Monday October 17, 2011.

Only short-listed candidates will be contacted.

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