Administrative Assistant at Mercy Corps Kenya

On Friday, July 25th, 2014

Program / Department Summary: Mercy Corps has been operational in Kenya since 2007 and currently implements programs in Rift Valley, Central and Wajir districts with funding from USAID, Gates Foundation, ICDF and private Horn of Africa drought response funds.

Mercy Corps Kenya has experienced significant growth in the past year and a half after securing several high profile awards from USAID. 
Mercy Corps’ efforts are focused on supporting youth so they have a voice and opportunities for growth. 
We are also helping drought affected communities recover and be more resilient.
Administrative Assistant – Nairobi
 

General Position Summary: The Admin Assistant will assist front desk support functions for the Mercy Corps Nairobi office. 

This will include answering telephone, use fax, greeting visitors and reception, coordinate incoming & outgoing deliveries, coordination of international and domestic flights and hotel accommodations.
 
Essential Job Functions:
Overall responsible for front desk support activities in Nairobi with compliance with MC admin and in-country policies
  • Answering telephone including transfer calls and taking messages, research telephone numbers and place phone calls as requested. Maintain “while you were out” notes
  • Welcoming visitors, informing the respective staff and directing them accordingly.
  • Coordinate incoming & outgoing deliveries including sending & receiving mail and faxes. Sending & receiving monthly package to Portland HQ and other MC Kenya field offices in coordination with Admin Officer
  • Coordination of international and domestic flights and hotel accommodations in liaison with the Admin Officer
  • Maintain presence at front desk at all time and ensure the reception area is clean
Other Specific Duties Include:
  • Responsible for the smooth running of the following office functions: Reception of visitors, photocopying, mail services, translation services, telephones and faxes.
  • Maintain and monitor late attendance book; alert HR poor attendance records of relevant staff;
  • Responsible for maintaining all reception notice boards – keeping them updated, clean and neat;
  • Translation of any program or office documentation, as required;
  • Responsible for maintaining contact sheet for MC Kenya – ensuring all contact details are updated and submitted to the Admin Officer;
  • Responsible for facilitating visas and other legal documentation for Mercy Corps staff in coordination with Admin Officer;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.
Supervisory Responsibility: None
 
Reports Directly To: Administrative Officer
 
Works Directly With: Nairobi Team.
 
Knowledge and Experience:
  • Be a diploma holder in Business administration or equivalent with a minimum of 2 years’ experience with office reception and administration; 
  • computer skills are required, 
  • must be an independent thinker and have strong organizational skills; 
  • demonstrate experience in scheduling and managing staff from multiple departments; 
  • Fluency in English and Swahili (written and spoken).
Success Factors:
  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Excellent interpersonal skills
  • Ability to work as part of a team and coordinate with project personnel
  • Good spoken and written English
  • Computer literate and strong organizational skills.
Interested candidates who meet the above required qualifications and experience should submit on or before August 1, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to [email protected]

Applicants must clearly indicate on the email subject; the position and location they are applying for. 
Applications without the right subject heading will be automatically disqualified. 
Please do not attach any certificates.

(ONLY Qualified short-listed candidates will be contacted)

NB: Mercy Corps does not charge any fee at any stage of the recruitment process.

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