Job Purpose
Under the supervision of the Administration Officer,
the incumbent is responsible for providing support to the Africa Regional
Office on various administrative issues to ensure efficient and effective
running of the Regional Office in day-to-day operations.
Job Duties and Responsibilities
Travel and Accommodation arrangements
- Reservation of short term accommodation for staff and visitors
in hotels and serviced apartments
- Coordinate with the travel agent and IFRC drivers for airport
transfers for staff and visitors.
- Arrange for daily staff pick up and drop off to and from town
in the morning and evening
Onboarding new staff/visitors
- Share welcome pack with new staff and visitors prior to their
travel.
- Issue visitors badge to visiting staff and other external
clients visiting the
- Timely update of visitor’s tracker
Invoice Processing
- Timely processing of utility bills for the office and
delegates
- Timely processing of travel agency (flight tickets) invoices
- Timely processing of communication invoices-Safaricom, Airtel
and Telkom
- Timely processing of courier invoices
- Timely processing of hotel invoices
- Request for monthly account statements from suppliers
Workshops, meetings and conferences
- Support Programmes in coordination of workshops, meetings and
conferences. Assist with procurement of workshop venues with the support
of the logistics unit.
- Facilitate snacks and teas for internal workshops and
meetings. Assist in arranging meeting rooms.
Job Duties and Responsibilities (continued)
Supervision
- Daily monitoring of outsourced service providers-catering and
cleaning company to ensure they provide high quality services.
- Monitor drinking water and request for refill from the
company. Arrange for servicing of water dispensers.
Front Office management
- Provide customer services and respond to any enquiries at the
reception area.
- Facilitate and maintain a clean and organised reception area.
- Welcome and direct visitors to the right offices and staff to
be visited.
- Update and share staff contact list on a monthly basis.
- Coordinate with concerned offices and staff in receipt and
dispatch of mails and parcels. Stationery
- Monitor stationary inventory and coordinate with the
procurement Officer for replenishments.
- Issue stationery to staff and maintain an accurate record on
the same.
- Share stationary logs/ reports on a quarterly basis (with the
admin officer) for reviews.
Filing
- Maintain proper filing records for Administration documents
relating to admin assistant roles and responsibilities.
- File all important administration documents and
correspondences are saved and stored on shared point.
Duties applicable to all staff
- Work actively towards the achievement of the Federation
Secretariat’s goals.
- Abide by and work in accordance with the Red Cross and Red
Crescent principles.
- Perform any other work-related duties and responsibilities
that may be assigned by the line manager.
Education
- Enrolment in or Completion of a University Degree in Business
Administration or related studies. Required.
Experience
- 0- 1 year in administrative support experience. Required.
- Experience in managing data, filing, basic financial and
budgetary information. Preferred.
- Experience working with office procedures and systems.
Preferred.
Knowledge, Skills and Languages
- Computer Literate. Required.
- Ability to work comfortably under stress and manage multiple
priorities in a fluid environment. Required.
- Flexibility. Required.
- Accuracy and fine attention to detail. Required.
- Organised and self-starter in work prioritising. Required.
- Tact and diplomacy. Required.
- Excellent customer service. Required.
- Fluently spoken and written English. Required.
How To Apply
Application Deadline 16-Aug-2024
