Job Title: Office Administrator
Hiring Organization: United States International University
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Education
Job Type: Full Time
Salary: KES
Date Posted: 05/16/2024
United
States International University-Africa, is a Higher Learning Institution based
in Nairobi, Kenya and is the most diverse university in East and Central Africa
with about 6,000 students from over 60 nations, and a global network of more
than 25,000 alumni. USIU-Africa is the only university in Sub-Saharan Africa
whose degree programs are accredited by both the Kenya Government through the
Commission for University Education (CUE), and by the American Government
through the WASC Senior Colleges and Universities Commission (WSCUC).
In line with our commitment to providing quality, affordable education through
world-class service delivery platforms, USIU-Africa is seeking to recruit a
suitable and qualified candidate for the following position under the USAID
Employment Pathways for Youth:
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 ‘Office Administrator –
EPY’. 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 by 5.00pm, Friday, May 31, 2024 to:
Director, Human Resource,
United States International University – Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-dvcasa@usiu.ac.ke
