Administration Coordinator Job in Mathare, Nairobi, Kenya - Shining Hope for Communities

Position: Administration Coordinator
 

Location: Mathare, Nairobi
 

Reports to: Program Officer
 

Hours: Monday- Friday, 8am to 5pm
 

Job Purpose: Coordinates and/or performs a wide variety of administrative, secretarial, and program support activities on behalf of HR, Finance and Operations Managers.

 Serves as primary point of operational and administrative contact for internal and external constituencies often on complex and confidential issues to ensure more efficient service and organization of the office.
 

General Purpose: Provide personal administrative support and assistance to SHOFCO’s CEO

Duties and Responsibilities

• Develops a roster for staff information including but not limited to providing information on training opportunities, vacancies, Memos, in-service meetings, and workshops.  etc
• Resolves administrative problems by analyzing information; identifying and communication solutions. This includes managing the schedule/calendar, making travel arrangements, and handling telephone communications, greeting and directing visitors as appropriate.
• Liaise with vendors and Suppliers in stock control
• Support the Programme team in the tracking and reporting on operational controls
• Serves as a primary point of direct administrative contact and liaison with National Operations office, on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Ensure maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted
• Take timely corrective actions on un-posted vouchers
• Create requisitions on Google docs for development projects registers of goods
• Monitors and coordinates accounting activities as appropriate, and prepares internal reports; participates in budget planning and management, as required.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities at SHOFCO’s Mathare site, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Perform any other job assigned

Education and Experience

• Must have Diploma in Business Administration or any other business related course
• 2 year of progressively responsible experience with administrative tasks;
• Computer Literate
• Must be able to multitask and should have knowledge of HR, Finance and Procurement
• Knowledge of standard office administrative practices and procedures
• Bachelors degree preferred
• The candidate should be readily available
• The ideal candidate must be passionate about working in the slam
• Functional Competencies
• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unit including logistical support, Finance and HR Support;
• Ability to organize and complete multiple tasks by establishing priorities;
• Ability to handle a large volume of work possibly under time constraints;
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
• Ability to administer and execute financial processes and transactions;
• Client Relationships, and Administrative Skills

Key Competencies

• Organizational and planning skills
• Excellent communication skills
• Information gathering and information monitoring skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Initiative
• Confidentiality
• Attention to detail and accuracy
• Flexibility
• Comfortable working in informal settlements

To apply for this positions, candidates should send their applications to the email address jobs@shininghopeforcommunities.org not later than 21st November 2014.