Job summary:
The position holder plays a crucial role in
supporting the efficient functioning of the USAID Employment Pathways for Youth
program by providing administrative and logistics support. The position
involves handling various tasks to ensure smooth office operations and
effective communication with internal stakeholders.
Key Responsibilities/Tasks/Duties:
Communication:
Respond to communication from program staff and
external visitors via phone, email, and in person.
Draft and internal and external communications for
approval by the Chief of Party or Program Finance and Administration Director
as required.
Schedule and coordinate meetings, appointments, and
events.
Record Keeping:
Maintain accurate and up-to-date records of meetings
and field work.
Data Entry:
Input and update student information in the database
system.
Compile and organize data for reporting purposes.
Administrative Support:
Assist in the preparation of documents,
presentations, and reports.
Coordinate logistics for workshops, seminars, and
other events.
Create awareness of programs on offer to potential
students and faculty.
Financial Administration:
Process invoices, receipts, and expense reports.
Assist in budget tracking and financial
record-keeping.
Collaboration:
Collaborate with other administrative staff to
streamline processes and improve efficiency.
Work closely with EPY project staff and other
departments to ensure cohesive operations.
Staff Management:
Manage up to two (2) or more work-study students.
Technology Proficiency:
Utilize office software, email, and other technology
tools effectively.
Provide basic technical support to faculty and
students as needed.
Office Management:
Maintain a well-organized and tidy office space.
Manage office supplies and place orders as needed.
Ensure office equipment is in working order and
coordinate repairs.
Ensure EPY office never unstaffed during working
hours.
Minimum Educational Qualifications and Professional
Experience:
Bachelor’s degree from a recognized institution.
Proficiency in computer applications.
Demonstrate leadership skills.
3 years of relevant administrative and/or donor
program work.
Familiarity with USAID or donor programs.
Experience within the administrative structure of
USIU-Africa.
Personal Attributes & Key Competencies
Understand USIU-Africa’s administrative functioning.
Must be adept at problem-solving, including being
able to identify issues and resolve programs in a timely manner.
Must possess strong interpersonal skills.
Must be able to communicate clearly, both written and
verbally.
Must be able to effectively read and interpret
information, present numerical data in a resourceful manner, and skillfully
gather and analyze information.
Must be able to prioritize and plan work activities
so as to use time efficiently.
Must be organized, accurate, thorough, and able to
monitor work for quality.
Must be dependable, and able to follow instructions.
Must exhibit high ethical standards.
Must be able to improve performance through
management feedback.
How To Apply
If you have the requisite qualifications and
experience and desire to work as a team member in a modern, progressive,
international, and multicultural institution where you can make a difference,
please apply indicating in the subject line the postiion you are applying for.
Interested applicants must provide a cover letter and a current CV, certified
copies of educational certificates and transcripts, names and addresses of
three referees, current salary and benefits, telephone and e-mail
contacts to:
Director, Human Resource,
United States International University – Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-dvcasa@usiu.ac.ke
