Administration Assistant
International Rescue Committee
- Nairobi
- Contract
- Full-time
- Utilities Management & Supply Chain Support.
- Upholding all IRC policies, working towards its mission and Vision.
- Ensuring the Reception is always manned.
- Ensure the Office is clean and always organized.
- Ensure timely payment of utilities: Water & Electricity for Office, guest house, apartments, and Warehouse.
- Telephone- Safaricom postpaid lines, prepaid lines. Payment of courier services for the dedicated courier. -as well as ensuring they are paid on time.
- Maintain tracking system for utilities and update on monthly basis.
- Purchase of office drinking water and ensuring timely payment.
- Issuing of gate pass to any equipment's or items getting out of IRC office.
- Raising of operation Online PRs in the admin department and support other departments.
- Support of SMT with their requests, travel request, payment of school fees for their dependents.
- In charge of office consumable's supplies and office stationery supplies in the office -With proper tracking to ensure timely procurement.
- Support of IHUB office at the reception, coordinating courier services, receiving, and logging in IHUB invoices, receiving, and transferring their calls, receiving their visitors
- Supervising and booking boardroom for staff meetings in coordinated way for both Kenya and IHUB-and ensuring they have tea coffee and snacks upon request.
- Supervising of tender bid register as they come.
- Ensuring the First Aid Box is Fully equipped as per the OSHA guidelines.
- Help other departments organize meetings and ensure they have all is needed.
- Link between some suppliers and other departments.
- In coordination with HR, assist with onboarding and exit process.
- Provision of effective and efficient administrative support services to supply chain department.
- Day-to-day efficient operations of the administrative and supply chain department services in the office.
- Diploma in Business Administration and Management, or another related field.
- At least 4 years experience in administration and management in a busy office, preferable with Nongovernmental organization.
- Customer care skills and how to apply them.
- Excellent computer skills: Word, Excel, Access.
- Knowledge of administrative rules and regulations.
- Demonstrated ability to perform wide range of inter-related complex administrative services.
- Excellent communication skills.
- High level of personal initiative, pro-active problem solving and analytical skills.
- Ability to work with minimum supervision.
- Knowledge of listening skills.