Admin Assistant

The position

Office Premises Cleaning

• Maintain and ensure all internal and external environment are clean and well maintained.
• Prepare and serve hot and cold beverages to staff and visitors as required.
• Ensure that water of use in the building is always available and in case of shortage report for delivery to be made.
• Identify potential safety or maintenance issues and communicate them to the supervisor.
• Ensure the office is locked and secured after office hours.
   

Reception /Administration Roles

• Work as the executive assistant to Project Manager.
• Checking inventory levels and ordering new supplies in addition to keeping the records updated.
• Physical check incoming goods against purchase orders/invoices and issue GRNs; Returning damaged goods to vendors.
• Coordinate maintenance of office equipment’s
• Organizing business travels, itineraries and accommodation for staffs and ensure all payments are initiated in timely manner.
• Attend to all incoming and outgoing mails
• Maintain electronic and hard copy filing system including retrieving documents from filing system and handle requests for information and data.
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• Managing the generator and ensuring that it has enough fuel and switched on when there is electricity break down.
• Perform any other duties as assigned by the supervisor (s)

The requirements

• Certificate or Diploma level with at least two years’ experience as an Administrative Assistant, virtual assistant or office admin assistant.
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work.
• Strong organizational skills with the ability to multi-task
• Additional qualification as an administrative assistant or Secretary will be a plus
• Strong accountability, inter-personal skills and working collaboratively with the internal project team and non-project partners.
• Excellent communication skills in English and Swahili language, Strong team player, creative and problem-solving skill.
• Commitment to safeguarding Policies and guidelines