AFIDEP Administrative Assistant Job in Nairobi Kenya

Oct 14, 2016

Administrative Assistant

The African Institute for Development Policy (AFIDEP) is an international non-profit policy think tank whose mission is to translate and enable utilisation of evidence in policy-making, primarily in the fields of population change and sustainable development; and health systems strengthening in Africa. 

We work to bridge the gap between research, policy and practice by enabling use of research evidence in decision making aimed at addressing various development challenges in Africa.

With our Head Office in Nairobi-Kenya and a branch office in Lilongwe-Malawi, we are seeking an experienced and highly motivated individual to fill the position of an Administrative Assistant for our Nairobi office to perform the roles of front office, office administration, communications support and travel and logistics tasks. 
 
He/she will provide secretarial support to staff as well as providing overall administrative, information and management support.

Key Responsibilities

Front Office Services
  • Manage the reception and switchboard to interface mails, visitors and calls with office
  • Collecting, sorting, distributing and preparing mails, messages and courier deliveries
  • Ensuring proper condition and posture of the front office
Administrative services
  • Inventory maintenance for office supplies, kitchen, janitorial and sanitary supplies
  • Support procurement process
  • Petty cash management
  • Filing and administration documentation maintenance
  • Maintaining cleanliness and orderliness in the office, with the help of the office assistant.
  • Support organization of departmental and staff meetings as well as other meetings and conferences
  • Taking and custody of meeting minutes – staff and operations division meetings
  • Maintenance of leave database
  • Supervising Office assistant
  • Providing secretarial and administrative support to staff
  • Update and maintain internal organisational year planner & notice board
Communication
  • Support management of AFIDEP online presence
  • Contribution to office publications
Travel
  • Make arrangements, bookings and reservations for both local and international travel.
  • Carrying out any other duties as assigned from time to time by the management
Qualifications, Skills, Knowledge and Experience

Qualifications
  • Holder of a minimum of a social science degree from a recognised University
  • Holder of ICT, communications and French language knowledge will be an added advantage
Experience
  • Minimum of 3 years of relevant experience.
  • Experience in an international non-profit organisation will be an added advantage
Skills
  • Self-starter requiring minimal supervision
  • Highly organised, excellent coordinator and ability to work under pressure
  • Strong ICT skills
  • Strong analytical skills
  • String liaison skills
  • Ability to multi-task and manage time appropriately to ensure timely support
  • Value driven and upholding high integrity
  • Team player
  • Strong communication skills
  • High level of people-related skills in working with cross-functional teams and with partners
  • Working knowledge of French language will be an added advantage
Additional information: This position will be for an initial period of 2 years, renewable depending on performance, needs of the Institute and availability of funding. 

A competitive remuneration package will be offered commensurate with qualifications and experience.

To apply: 

Please send 

(1) one-page cover letter 

(2) CV of not more than 4 pages (including three relevant referees).

Application letters should have the title of the position as the subject as well as subject of email for electronic applicants. 

Only qualified applicants shortlisted for interviews will be contacted. 

Applications will be evaluated continuously until the relevant candidate is engaged.

Address: 

Finance and Administration Manager
African Institute for Development Policy (AFIDEP),
WestcomPoint Building, Mahinga Mairu Avenue Off Waiyaki Way,
P.O. Box 14688-00800, Westlands, 
Nairobi, Kenya

Email: hr@afidep.org

OR CLICK HERE to apply online





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