Administrative Assistant

CARE International in Kenya is looking for a suitable candidate to fill the position of Administrative Assistant, based in Marsabit

Ref: 23/2/2011

Job Summary

Reporting to the Program Manager, the Administrative Assistant will be responsible for coordination of all communication between the Sub Office and HQs, transmitting information by fax, letters, email and email.

S/he will be in charge of procurement, store keeping taking minutes and will be required to make arrangement for travel and accommodation of staff and visitors.

In addition s/he will be advising staff on policies and procedures to ensure compliance with CARE's operation manual.

Key Responsibilities

• Provide office administrative duties
• Provide support to project field operations
• Prepare logistics for project workshop/surveys
• Arranging meeting ,compilation of meetings minutes and Workshop reports
• Formatting and editing correspondence and other documentation
• General e-mail messages and ensure field staff have the up dated information.
• Maintenance of an efficient filing and easy retrieval system
• Arrange for travel and accommodation for staff and project visitors
• On behalf of the manager coordinate HR issues for the Sub office
• Compile vehicle, fuel efficiency report and leave summary report on a monthly basis
• Keep track and submit an updated, complete and accurate asset inventory data on a monthly basis
• Receiving and transmitting information through fax, email telephone, letters and follow up on communication within and out side the project
• Provide back up for sub office projects activities and act as a link between the different projects within the sub office
• Receive calls on behalf of project staff and referring callers as required
• Assist project staff in filling reports and verifying vendor invoices before presenting them to finance for payment
• Follow up with vendors on items procured
• Set appointment and meetings for the project manager
• On behalf of the manger, make official calls and attend to all enquiries related to projects.
• Perform any other duties as directed by your supervisor and the prevailing circumstance

Qualifications, Experience and Competencies:

• Diploma in Business Administration, or full secretarial training with versatile administrative skills.
• Minimum 2 years of relevant experience of working with NGO(s)
• Exemplary computer skills with proficiency in MS Word, spreadsheet and power point packages.
• Eloquent communication (oral and written) and strong report writing skills
• Good organizational skills
• Pleasant personality, flexible, ability to solve problems, work with minimal supervision
• Ability to work in a team and to coordinate team initiatives
• Good understanding of NGO environment including program support services and management

Qualified candidates are invited to send their application letters, indicating reference numbers on the subject field, together with a detailed C.V with three professional referees and daytime telephone contacts by 7th March, 2011 to The Human Resources & Development Manager, CARE International in Kenya.

Email: mailto: vacancies@care.or.ke.

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.