Administrative Assistant at World Resources Institute (WRI)

• Reporting to the Administration and Operations Manager, Africa, you will work with the Operations team, providing support related to front desk management, office administration, procurement tasks, office utilities and supplies arrangements for the Kenya office. You will support and work collaboratively with managers, program staff, building administration, and liaise with government agencies.

What will you do:
Administration (50%):

• Front desk management: Welcome all WRI Kenya visitors and partners in a professional and friendly manner. Direct visitors to the appropriate person or department. Answer and route phone calls promptly and accurately
• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Provide assistance to create reports on expenses and office budgets on a regular basis
• Handle petty cash payments according to the organization policies
• Manage correspondence (including letters, emails and packages)
• Provide support on the planning and execution of events in coordination
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage

Logistics and Procurement (30%):

• Provide updates on asset management register for all company assets (furniture, computer, laptops, etc.)
• Maintain accurate logistics records and provide regular reports to relevant team members
• Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
• Coordinate with the Administration Manager on procurement of capital equipment, goods and services
• Provide support to maintain and update supplier information and vendor contracts on the database
• Maintain good supplier relations and assist with contracting

Travel and Immigration (20%):

• Provide support in processing work permits for international staff and maintain accurate data
• Facilitate the management and administration of schedules and logistics for all visitors
• Provide support in visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).Any other related responsibility as may be assigned

What will you need:

• Education: You have completed a bachelor's degree in business administration, finance or a related field
• Experience: You have a minimum of 3 years of full-time relevant work experience, preferably with an international NGO
• Experience in front office management
• Experience in procurement processes and requirements
• Experience managing administrative processes
• Experience in maintaining office facilities
• Experience in processing work permits
• Experience creating reports related to budgeting and expenses
• Proficient in Microsoft Office (Word, Excel, Access, and PowerPoint)
• Experience organizing international events and workshops will be an added advantage
• Languages: You are proficient in written and spoken English
• Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization