Job Description

The Admin Assistant is responsible for specific aspects of administration and Supply chain department support at IRC’s Main office in Nairobi. This covers office administration and the Supply chain support department.

Responsibilities.

• 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 every month. 
• Purchase of office drinking water and ensuring timely payment.
• Issuing of gate passes to any equipment or items getting out of the IRC office.
• Raising of operation Online PRs in the admin department. -We moved to Integra and with limited access to everyone I help in raising all PRs for All departments 
• Support SMTs with their requests, travel requests, and payment of school fees for their dependents.
•  In charge of office consumable 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 a coordinated way for both Kenya and IHUB and ensuring they have tea coffee and snacks upon request.
• Supervising tender bid registers 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 that is needed.
• Link between some suppliers and other departments.
• In coordination with HR, I help staff during the onboarding and exit process.

Key Result Areas:

• Provision of effective and efficient administrative support services to the supply chain department.
• Day-to-day efficient operations of the administrative and supply chain department services in the office.

Qualifications

• Diploma in Business Administration and Management, or another related field.
• At least 4 years experience in administration and management in a busy office, preferably with a Nongovernmental organization.
• Customer care skills and how to apply them.
• Excellent computer skills: Word, Excel, Access.
• Knowledge of administrative rules and regulations.

Required Experience & Competencies:

• Demonstrated ability to perform a wide range of inter-related complex administrative services.
• Excellent communication skills.
• High level of personal initiative, proactive problem-solving, and analytical skills.
• Ability to work with minimum supervision.
• Knowledge of listening skills.

How To Apply

Click Here To Apply,