Technical Administrative Assistant at Sauti Kuu Foundation

KEY DUTIES AND RESPONSIBILITIES

Administrative Tasks:

• Carry out general administrative duties such as filing, typing, photocopying, printing, binding, scanning, etc.
• Manage VTC documentation in hard and soft copies according to SKF filing guidelines.
• Manage SharePoint document repository and ensure that the VTC project management team complies with the filing system.
• Ensure trainers' and trainees' attendance lists are signed, scanned, and filed both in hard and soft copies.
• Work with the lead trainer to ensure the trainers' and trainees' tracking tools for class, practical, sports, clubs, and industrial attachment attendance are up-to-date.
• Work closely with the lead trainer to plan trainees’ field trip visits.
• Cover the reception desk – respond to queries and direct them to the relevant department.

Technical Tasks:

• Work closely with the lead trainer and trade-specific trainers to ensure that training tools are set up before each class and returned after class.
• Work closely with the lead trainer to ensure that all exam materials are ready in time for exams.
• Together with the coaches and trainers, ensure sporting and club tools/equipment are properly maintained, signed in, and out of the store.
• Organize and schedule internal and external meetings and appointments as guided by the Program Manager.
• Prepare, monitor, reconcile, and submit SKF funds requests, invoices, and expense summary reports.
• Maintain VTC equipment and accessories inventories.
• Review, improve, and maintain the existing supplier database.
• Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Contribute to team efforts by accomplishing related tasks as needed.
• Provide support to the Program Manager in making travel arrangements, scheduling meals, ordering supplies, etc., for short-term experts, project visitors, volunteers, etc.
• Set up training rooms with all necessary training materials such as projectors, screens, PA systems, markers, etc.
• Assist in identifying actual and potential budget overruns and underruns, and develop and monitor project/program plans.
• Maintain accurate and up-to-date logs.

Media Communication/Visibility:

• Serve as the custodian of SKF VTC media data, ensuring it is backed up and sent to Management.
• Where necessary, support the team to ensure the visibility of project activities.
• Monitor information flow (how everyone at SKF communicates with each other and stays informed) including communication response time for individuals.
• Act as custodian of media tools and equipment.

Other Duties:

• Any other duties related to the VTC Project as may be assigned from time to time by the Executive Director.

Desired Qualifications:

• Education level at degree or diploma in a relevant field, such as community development, administration, or social work.
• Training or coursework relevant to this post and/or information technology is an advantage.
• Computer literacy Microsoft Office, particularly MS Excel and Google Suite. Familiarity with databases, social media, and photo editing is desirable but not required.
• Three years of relevant experience with proven work experience in this or a similar role.
• Excellent oral and written communication skills.
• Strong interpersonal and organizational skills.
• Basic knowledge of statistics or data analysis is desirable.
• Organizational skills to oversee multiple projects simultaneously.
• Excellent interpersonal and communication skills.