Administrative Assistant Job Vacancy Re-Advertisement

Our Client is a local faith based Non Governmental Organization with operations around Kajiado North area in the suburbs of Nairobi.

The thematic area of focus is HIV/AIDS with a bias towards supporting women and children.

Administrative Assistant

The individual is responsible for the day to day smooth running of the front office reception area, managing the human resource function within the organization and ensuring efficient and accurate office management and good public relations to the organization by providing a positive first contact with clients.

Major Duties and Responsibilities:

General

• Operating the telephone system within the organization by managing and ensuring that information flows effectively and efficiently.
• Screening visitors and clients and assisting them with enquiries/references while directing them to the appropriate officers for specific technical enquiries.
• Supervising calls for office staff to avoid over-expenditure
• Advising the finance office for charges of personal calls/faxes (both private and official) for accounting purposes.

Office Management

• Designing and ensuring that the front-office is tidy/secure and conducive environment
• Organizing the daily office diary i.e. booking the meeting rooms, entering workshop/seminar dates, traveling dates etc.
• Responsible for keeping note of staff movement
• Sorting and distributing of incoming mail by post/courier to the respective programs
• Responsible for raising requisitions and payment requests for mail and courier services
• Organizing and logging out-going mail.

Administration

• Managing the flow of information and making judgment regarding the relevance of the information to other programs within the organization
• Taking and distributing minutes during departmental meetings.
• Maintaining a record of private bills for calls, faxes and courier services

Human Resource

• Support the management by coordinating the recruitment, selection and placement process
• Coordinate the induction and orientation process for new staff
• Assist the Finance and Administration officer in establishing and maintaining standard administrative and Human Resource management system.
• Coordinate the learning and development needs of staff
• Coordinate the internal learning and knowledge sharing initiatives
• Maintain an effective HR database reporting system
• Coordinate the staff performance management process
• Manage the general administrative work from the Executive Director ’s Office

Qualifications and Experience:

• Must be a born again practicing Christian
• Diploma in Secretarial Studies, Communication and Public Relations
• Diploma in Human Resource Management
• Has at least three (3) years experience in a similar position.
• Member of a professional body such as institute of personnel management or institute of certified public secretaries or Institute of Personnel Management
• Possess working knowledge of computer application packages

Competencies:

• Good communication skills in English and Kiswahili languages
• Should have office administration skills and a pleasant personality
• Ability to work independently, a creative thinker and planner with excellent interpersonal skills
• Ability to follow-up on tasks and assignments on their own initiative
• Have computer skills and practical knowledge of the latest MS computer packages including working using the internet
• Willing to work long hours and sometimes over the weekends
• Team player
• Be able to work with people of diverse nationalities and background
• Front office skills and shows be self motivated

Remuneration:

• 20,0000-25,000/= per month
• Medical – Outpatient

If you meet the above criteria, and would like to be a part of the team, please send an application with a detailed C.V stating the position you are applying for, your experience, present employer, present position, current remuneration, testimony in Jesus, list of at least 3 referees, day-time telephone numbers and email address to :- jobs @ truenorthcareermap.com on or before Friday, October 30th, 2009.

Only short listed candidates will be acknowledged

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