Overview
Under the supervision of the Administration Officer, support in the fulfilment of operational administration requirements for Save the Children and implement laid down Administration Standard Operating Procedures.
Key Responsibilities
- Full time management of front desk.
- Manage the office switchboard, answer telephones and direct calls to relevant persons.
- Greet and welcome all Kenya Country Office (KCO) visitors and direct them to the relevant staff/persons.
- Responsible for ensuring that the front office is always tidy and clean.
- Send and receive office mail and parcels via courier and maintain a tracker for the same.
- File and maintain files of front desk documents.
- Support with initiating timely replenishment of stationary, general office supplies and consumables in line with usage and re-order levels.
- Assist the Admin team with cost effective ways for running office costs.
- Assist with the office daily and monthly deep cleaning with support from Admin Officer.
- Assist with general office maintenance and repair works ensuring they are up to desired standards.
- Work with Admin Officer and ensure the office is opened and closed on time.
- Assist the Administration Officer and in overseeing the daily running of the office and report any key concern immediately.
- Maintain clean, well-arranged meeting rooms and provide support for internal meetings.
- Ensure proper maintenance and functioning of office facilities; consolidate repair requests monthly and follow up on timely completion.
- Manage and keep track of fire safety equipment servicing and maintenance.
- Ensure proper functioning of leased water dispensers and coordinate timely water deliveries with the supplier.
- Support domestic flight bookings for Kenya Country Office staffs and visitors via humanitarian and commercial airlines.
- Maintaining updated travel tracker for national staff
- Support the processing of purchase requests for accommodation and outside catering for the Nairobi office and other locations under admin oversight, including Machakos, Naivasha, Nandi, and the Coast region.
- Coordinate accommodation and outside catering bookings in compliance with Administration and procurement Service Level Agreements (SLAs).
- Processing invoices related to domestic flight booking within 7 days of invoicing.
- Updating domestic flight costed bookings monthly and sharing the same with the Administration Officer.
- Ensure thorough cleaning and fumigation of the office once every month (Fridays).
- Conduct routine inspections to identify and address minor ad hoc office repair needs.
- Issue and manage office access cards; collaborate with relevant teams to ensure proper maintenance of access systems.
- Oversee and ensure smooth office supplies control at the Administration store.
- Maintain and restock office stationery and kitchen supplies.
- Manage office supplies records and ensure then monthly reconciliation is shared on monthly basis with the Administration Officer.
- The Administration Assistant has an obligation to ensure he/she fully understands the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies.
- The Administration Assistant must ensure the way he/she is carrying out his/her work is not putting children at risk (or further risk).
Required Experience
- Minimum 2 years’ experience in a similar role in an International NGO.
- Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).
- Strong and proven experience in people and relationship management.
- Ability to manage multiple requests and to liaise with several different departments.
- Assertive and pro-active, with the ability to work on own initiative with little supervision.
- Good analytical skills with the ability to identify key points from complex material or information.
- Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services
- Experience of working within a team and team building
- Ability to work in a multi-cultural setting
- A willingness to travel occasionally to field area offices.
Qualifications
• A first degree in business administration, Human Resource Management or equivalent.
