Key Responsibilities
Project
Administration (30%)
- Manage day-to-day administrative
functions/operations for the Project
- Ensure effective and efficient documentation and
correspondence management for the project
- Arrange for meetings and take minutes during
staff meeting and disseminate accordingly in good time.
- Offer secretarial services
Program/Project
Support (20%)
- Prepare and share Itineraries for the visits and
share with the visitors/Staff in good time ahead of the visits.
- Make logistic arrangements for Project related
activities.
- Ensure proper filing is done for the program
office in both soft and hard copies.
- Management of all administrative functions
required by the projects.
Procurement & Logistics (20%)
- Support the Procurement team by ensuring that
all procurement activities and systems are implemented and managed to
ensure adherence to CARE Policies and Procedures and services to the
project are efficient.
- Liaise with procurement for project related
purchase needs and for project related purchase needs and follow-up of the
same.
- Ensure that the Purchase Requisitions are raised
for the services required.
- Ensure that all vendors’ invoices for the
services delivered are forwarded to Finance Office through procurement
office for payment.
- Ensure that all goods ordered are received and
confirms the same to procurement office.
- Facilitate hotel accommodation arrangements for
staff and visitors upon request.
Provision
of HR and Administrative Function. (20%)
- Perform and assist in any matters of human
resources related as may be requested or required by the HR Manager
- Supports the HR department on new staff
orientation in Nakuru
- Fleet Management: Ensures that vehicle repairs
and maintenance are done effectively upon notification by the driver
concerned.
- Utility Management: Coordinate with the utility
providers (Telephone, Internet, electricity, water, Generator fuel and
service, security, cleaning services) for smooth services provision.
- Premises Management: Oversee office repairs and
the ground cleanliness and maintenance, responsible for the opening and
closing of the office daily on official working days and hours.
- Asset Management: In liaison with the project
team, ensure that all assets in place are accounted for and are in safe
custody for the Nakuru Office and the report filed with the Admin team in
main office.
- Keep records of office equipment, maintenance
contracts and monitor services.
Support
to Finance Department (10%)
- Petty Cash: Petty Cash holder for the Nakuru
office and ensures management as per the Petty Cash Policy
- Ensure that all projects/staff payment documents
are forwarded to Finance Office for payment ensure
- integration of gender equality, safeguarding,
and inclusion in all nutrition and SBC activities.
Qualifications
- Bachelor’s degree in business related field
- Diploma in Business Administration and
Certificate in Secretarial Studies, Computer training MS office.
- At least 3 years of working experience in a
similar role in a busy environment
- Effective communication, teamwork, good public
relations, self-driven, problem solving and decision- making skills.
- Good organizational and interpersonal skills,
- Ability to multi-task,
- Knowledge in applicable system software in
place.
- Office Management skills.
How to Apply
