World Vision Africa Administrative Assistant Job in Kenya

World Vision Africa Administrative Assistant Job in Kenya
Job Title: Administrative Assistant
Country: Kenya
Location: Nairobi
Closing Date: January 05 2011

Purpose of the Position:
Provide Administrative assistance to the Director and all the other members of staff within WASH unit by managing their scheduled activities. In order to successfully do so, the Administrative Assistant must be able to effectively communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that serves as an example to others.

Major Responsibilities:
Provision of direct assistance to
1) The WASH Project Director:
    * Note and follow up urgent issues for necessary action by the director
    * Manage appointments/engagements and advise accordingly
    * Manage in-coming & out-going telephone calls
2) Other WASH team:
    * Follow up on leave schedules and remind staff accordingly
    * Support staff secure venues for their planed workshops/meetings
    * Provide stationery
    * Follow up to ensure timely submission of Appraisal/Performance Agreement
    * Facilitate travel through booking tickets for them and ensuring they have all the necessary documents
    * Make monthly contact with WASH Unit Leadership to ensure that reports are prepared in time for compilation and onward submission to the Deputy National Director’s Office
    * Ensure that staff prepare their Labor Distribution Reports (LDRs) on monthly basis
    * Training and Workshop preparations – provision of training/workshop materials
    * Transport facilitation to and from meetings and workshops
    * Organize air travels
    * In consultation with the WASH Project Director and P&C team ensure Contracts are renewed
    * Support staff especially the new ones have medical insurance
    * In collaboration with the Liaison Officers, ensure that WASH vehicles are serviced, cleaned and all the necessary insurances are affixed on time.
    * Ensure that vehicle management reports are written on time and submitted to the Fleet Coordinator.
    * Ensure that WASH vehicles are not misused through keeping vehicle movement records
    * Work with the Liaison Officers to ensure that all staff in WASH are facilitated with transport requirements

Qualifications: Education/Knowledge/Technical Skills and Experience:The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

    * Must have a university degree or equivalent diploma in business administration or social sciences
    * A high level of organization and management skills, at least two years experience in running a department of this -type, preferably in World Vision.
    * Must have a thorough knowledge of support services systems, including planning and monitoring/evaluation, staff training and some IT Knowledge
    * Must be aware and functional in a cross-cultural environment and be a good team leader
    * Good oral, written communication skills and inter-personal skills.

Job Details
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How to Apply
All application letters and detailed CVs together with names of three referees, one of whom must be a church leader/priest/pastor, should be sent to reach the undersigned not later than January 5, 2011.

Director
People and Culture
World Vision Kenya
P.O. Box 50816 - 00200 Nairobi, Kenya
Email: recruit_kenya@wvi.org
Please indicate clearly on the envelope or on the subject line the position you are applying for.

Only short-listed candidates will be contacted