ADMINISTRATIVE ASSISTANT – HEAD OFFICE (Ref: KCS/ADA-NRB/APP)
- Responsible to the Coordinator of Finance and Administration
for implementing planned activities in the areas of human resources,
procurement and supplies, transport services as well as the maintenance
and security of infrastructural facilities.
- Also responsible for supervising front office operations
particularly communications facilities, mail delivery system and visitor
reception.
- Responsible for requisitioning and procurement of goods and
services as well as receiving and issuing consumer items against order
specifications.
- Other duties include the registering clients at the reception,
maintaining accurate office records, managing petty cash, lodging
insurance claims, supervising the security and maintenance of
organizational property and administering employee welfare and benefits.
This position is based in the Headquarters in
Nairobi.
Key duties and responsibilities include:
- Operating the PABX telephone switchboard to relay incoming,
outgoing and inter-office calls and connecting callers to the appropriate
person. Recording all Kituo calls.
- Receiving clients visiting KITUO, noting enquiries and
providing relevant information. Obtaining clients name and scheduling
appointments. Also directing clients to correct destination and recording
details. Receiving the minimal registration fees and other monies from
clients and ensuring the same is banked appropriately.
- Receiving and registering letters, documents and supply of
goods and despatching them to the appropriate office.
- Receiving cash and cheque payments from clients, suppliers,
donors etc issuing receipts and submitting them to the Accounts Assistant
at the close of day.
- Supervising the effective maintenance and security of
equipment, machinery, motor vehicles, buildings, compound and
infrastructural facilities and ensuring all accidents, breakdowns, losses
and other incidents are documented and promptly reported for action.
- Organizing events and logistics during Kituo activities,
contacting guests, hotel reservations, bookings and accommodation,
registering participants, taking photos and videos as necessary.
- Preparing reports for the programme.
Minimum Qualifications and Training:
Must at least be in possession of a Diploma in
Customer Service, Secretarial Studies, Business Administration or the
equivalent with specialised training in basic accounting, procurement and
supplies, human resources or equivalent qualifications.
Relevant Experience:
- Must have gained a minimum of three years’ relevant experience
in a busy office with strong customer focus.
- Previous engagement within a human rights non-governmental
organisation setting will be an added advantage.
Skills:
- Must have good communication and interpersonal skills as well
as basic accounting, human resources, procurement and computer skills
particularly word processing and spreadsheet packages.
- Must also have the ability to work in multidisciplinary
project teams and be proficiency in using the telephone switchboard
(PABX).
How To Apply
Please send written application including quoting the
reference number, a detailed curriculum vitae and copies of relevant
testimonials with telephone number, email address and current remuneration. The
applications should be addressed to:
EXECUTIVE DIRECTOR
KITUO CHA SHERIA – LEGAL ADVICE CENTRE.
OLE ODUME ROAD OFF ARWINGS KODHEK ROAD
P.O. BOX 7483-00300
NAIROBI
Email to hr@kituochasheria.or.ke
The application must reach us on or before 12th August
2024. Only shortlisted candidates
will be contacted.
