Administrative Assistant
Location: Kilifi
Job Purpose:
The position’s key role is
to provide effective and efficient administrative support to the COO’s Office
and across Operations Departments. The position is also vital for effective liaison
between the COO’s Office, Operations, other program staff, and external
partners and stakeholders
Description:
Reports to: Operations Department
Manager
Direct reports: None
Key Responsibilities
Support activities of the
COO’s office by providing administrative and technical assistance
Facilitate all Operations
of local and international travel arrangements, including TRV filing, flight
booking, applying for travel insurance, accommodation reservation, and other
travel administration;
Support Operations
departments’ visitors – providing logistical support, ensuring sitting space is
booked, proper documentation, and appropriate access to internal services and
itineraries.
Organize the filing and
retrieval of files and documents to ensure that they are secure and accessible.
(Electronically and Physically)
Maintain Departmental
Heads’ leave plans;
Assist in compiling
operations reports and plans for submission
Maintain inventory of
office equipment in the COO’s office and raise internal and external
requisitions for additional supplies, processing expenses as required from time
to time
Support the Clinical
Services department with medical electives
Manage professional
indemnity insurance cover for select positions – ensuring insurance is
up-to-date and including incoming staff in the cover.
Coordinate Insurance
Claims for incidents / Loss of Programme Assets
Organize meetings,
including collating, preparing, and circulating papers, agenda, and minutes as
appropriate and follow up on action points.
Respond to general
inquiries from a range of stakeholders including, staff, students, and
visitors, answering queries by telephone, email, and in person.
Cover for Operations
Departments Manager while away ensuring that essential activities or queries
are appropriately handled, or seeking help and escalating matters as required.
And any other duties that
may be assigned from time to time
Financial
Responsibility: None
Job Specification
Diploma in Business
Administration, Office Management, or any other relevant field.
At least 3 years
experience in providing support to top executives and senior management
teams.
Considerable knowledge of
office procedures and secretarial practices including organization, planning,
records management, and general administrative skills
Computer literacy with
proficiency in Microsoft applications.
Competencies:
Demonstrate high levels of
integrity and confidentiality.
Excellent interpersonal,
verbal, and written communication skills
Good time management
skills and ability to produce quality work.
Strong organizational and
planning skills
Teamwork and ability to
work in diverse teams.
Strong Organizational,
planning, and administrative skills.
Good attention to detail
and ability to work with minimal supervision
Ability to balance
multiple priorities, demonstrating good organizational skills to meet
deadlines.
Physical Environment:
Office based
How To Apply
The application closing
date is 22 November 2023.
