Administrative Assistant at Kituo Cha Sheria (KITUO)

(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 RELEVANT EXPERIENCE 

• 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).