Mission of the position:

The Office Administration Assistant plays a pivotal behind-the-scenes role in furthering the organization's mission. By streamlining daily office operations, this essential position allows the Head of Mission, and other colleagues to dedicate their focus to core duties directly impacting child welfare programs.

This crucial role is achieved through a variety of tasks. The Assistant skillfully manages staff travel arrangements, ensures accurate documentation, and oversees all aspects of day-to-day office administration. In essence, they act as the backbone of the office, maintaining a smooth workflow and fostering a productive environment for everyone.

Key responsibilities:

Core Office Management

• Professionally greet and direct visitors to appropriate staff.


• Efficiently manage incoming calls, routing them to the most suitable staff member.


• Maintain an up-to-date phone directory and ensure timely updates.


• Implement efficient filing systems for central office documents and staff files, ensuring easy retrieval.


• Register, file, and manage all incoming and outgoing correspondence (letters, faxes, memos).


• Oversee postal services, including collection, delivery, and subscription management.


• In collaboration with Liaison Coordinator, manage office supplies and consumables, maintaining adequate stock levels.


• Coordinate equipment requisition and maintenance.


• Maintain records of office supplies and manage relationships with vendors.


• Administer the general email address and safeguard the official office stamp.

Travel & Logistics Coordination

• Coordinate travel arrangements for the Head of Mission and staff, including flights, accommodation, and transportation.


• Collaborate with travel agencies and the Regional Logistics & Liaison Coordinator to secure optimal itineraries.


• Manage visa applications and ensure all necessary documentation is prepared.


• In collaboration with Liaison Coordinator, coordinates Work Permit applications for international staff


• Organize logistics for international visitors, including flights, accommodation, and transportation.


• Verify and process travel invoices.

Program Development & HR Support

• Facilitate administrative and logistical needs for the Program Development team.


• Maintain comprehensive staff files in accordance with HR guidelines.


• Manage leave requests for Nairobi staff, collaborating with the HROD team.


• Assist with interview logistics in collaboration with HROD.


• In collaboration with HROD, facilitates new staff onboarding and orientation


• Coordinate the day-to-day HR administration duties for both offices (IBN&RTRC) by ensuring timely and quality HR paperwork related to employee requests, filing, etc.


• Offer secretarial support as needed.


• Perform other duties as assigned by the Head of Mission or relevant department.

Qualifications

• Minimum of 2 years of experience as an Office Administration Assistant or similar role.


• A bachelor’s degree in from a recognized University


• Strong organizational and time management skills.


• Excellent communication and interpersonal skills.


• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).


• Ability to work independently and as part of a team.


• Attention to detail and accuracy.


• Excellent customer service skills


• Ability to work in a cross-cultural environment