The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children’s rights, provides relief and helps support children in developing countries
Role Purpose:
The Administration Assistant reports to the HR/Administration Coordinator. The role holder well be responsible for providing efficient and effective administrative support to the country office. The role holder will ensure all Administration Standard Operating Procedures are adhered to. The Administration Assistant should ensure all measures are taken to meet timely service. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly
Contract Duration: 12 Months (Renewable subject to performance and funding availability)
Work Location: Nairobi
Key Areas Of Accountability:
General Office Management
- 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 tidy and clean at all times.
- Manage the office switchboard, answer telephones and direct calls to relevant persons.
- Send and receive office mail and parcels via courier and maintain a tracker for the same.
- File and maintain files of front desk documents.
Payment of Utilities
- Processing invoices related to domestic flight booking and Nairobi accommodation bookings within 14 days of invoicing.
- Updating domestic flight costed bookings on a monthly basis and sharing the sae with the HR and Admin Coordinator.
Travel and Accommodation
- Make accommodation bookings for National staffs visiting Nairobi Office.
- Domestic flight bookings for Kenya Country Office staffs and visitors.
Qualifications And Experience
- A first degree in business administration, Human Resource Management or equivalent.
- Minimum three years’ experience in a similar role in an International NGO.
- Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).
- Excellent written and verbal communication skills.
- 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
- Good communication skills
- Excellent interpersonal skills with the ability to maintain confidentiality
- 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.
- Fluent in English and Swahili
- Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies
- Commitment to Save the Children Value
The Organization
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
- No child dies from preventable causes before their 5th birthday
- All children learn from a quality basic education and that,
- Violence against children is no longer tolerated
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