Deal of the day

PA Receptionist/ Administrative Assistant Job in Kenya

RECEPTIONIST/ADMINISTRATIVE ASSISTANT, NAIROBI-
MATERNITY COVER, 3 MONTHS

Closing
date: July 18, 2021

PRACTICAL
ACTION

ABOUT
US

We are an international development organization putting ingenious ideas to
work so people in poverty can change their world.
We help people find solutions to some of the world’s toughest problems.


Challenges made worse by catastrophic climate change and persistent gender
inequality. We work with communities to develop ingenious, lasting and locally
owned solutions for agriculture, water and waste management, climate resilience
and clean energy. And we share what works with others, so answers that start
small can grow big.
We’re a global change-making group. The group consists of a UK registered
charity with community projects in Africa, Asia and Latin America, an
independent development publishing company and a technical consulting service.
We combine these specialisms to multiply our impact and help shape a world that
works better for everyone.

OUR
AIMS

We help people find solutions to some of the world’s toughest problems, made
worse by catastrophic climate change and persistent gender inequality. Our aims
are to:

  • Make
    agriculture work better for smallholder farmers, many of them women, so
    they can adapt to climate change and achieve a good standard of living

  • Help more
    people harness the transformational effects of clean affordable energy and
    reduce avoidable deaths caused by smoke from indoor stoves and fires.

  • Make
    cities in poorer countries cleaner, healthier places to live and work.

  • Build disaster
    resilience into the lives of people threatened by hazards – reducing the
    risk of hazards and minimizing their impact on lives and livelihoods.

HOW WE
WORK

We work on holistic solutions that change systems and have a framework to help
us achieve our aims:

  • Analyze
    the root causes of a poverty and vulnerability

  • Define the
    change at scale we need to make

  • Develop
    activities along three complementary paths: Demonstrate, Learn and
    Inspire.

  • Demonstrate
    that our solutions are sustainable in the real world

  • Learn by
    capturing evidence and adapting our approach

  • Inspire
    wider support to multiply our impact.

OUR
ORGANISATION

Practical Action is an unconventional, multi-disciplinary change-making
organization

  • A highly
    innovative community development charity operating in Africa, Asia and
    Latin America. Practical Action community projects use ingenious ideas to
    design, test, refine and prove new ways to overcome poverty and
    disadvantage and then ‘open-source’ knowledge of what works so that it can
    be implemented at a greater scale by others.

  • A
    world-class consulting operation that helps socially responsible business,
    government policy makers and other development organizations. This draws
    on learnings from our own development work as well as the combined
    brainpower of a roster of over 2,000 expert consultants. Practical Action
    Consulting helps to extend the reach of our influence by providing the
    best advice to others, whose work can make a bigger difference.

  • A well
    respected specialist development publisher. Practical Action Publishing
    brings together development practitioners, researchers and thought leaders
    to create publications that stimulate discussion, strengthen peoples’
    capabilities and inspire sustainable change.

PRACTICAL
ACTION IN EAST AFRICA

In East Africa, Practical Action has a long history of addressing systemic
barriers that prevent people from accessing energy that transforms their lives,
helping communities and government makes cities healthier and safer, making
agriculture and markets work better for small holder farmers and supporting
communities and government to become more resilient.
We use a mix of programming with communities and consultancy services with
shapers of policy and practice to achieve our aims in Kenya, Rwanda, Uganda and
Tanzania.

ABOUT
THE ROLE

This post is for a Receptionist/Administrative Assistant for Kenya, Nairobi
office. The job holder will work under the direct supervision of Practical
Action People and Culture Lead. The job holder will also work with all
Practical Action staff in order to ensure that all office administration tasks
are implemented in a smooth manner.

The position is responsible for the day to day smooth running of the front
office and to provide a positive first contact with visitors/callers and to
provide administrative support to other departments so as to ensure effective
execution of operations. This role is to provide general office administration
assistance to support the implementation of Practical Action’s work in Nairobi,
Kenya. Externally the job holder will have basic interactions with all
Practical Action visitors, and/or partners who come to and/or through the
Nairobi office.

SCOPE

Title: Receptionist/Administrative Assistant

Reporting
to:
 Head of People and Culture

Matrix
Management:
 Procurement & Logistics Coordinator

Direct
Reports:
 None

Location: Nairobi, Kenya

Grade: 4

ACCOUNTABILITIES
The Receptionist/Administrative Assistant’s role is to provide general office
administrative support to the Kenya Office in the following key areas:
Front Office Reception (50%)

  • Receive
    and screen visitors to the office, assisting them with enquiries
    /references while directing them appropriately.

  • Call and
    fix appointments with external interlocutors upon request (Authorities,
    lawyer, & HQs.).

  • Manage
    incoming and outgoing official calls within the office through the switch
    board.

  • Take note
    of all messages left on the answering machine every morning and ensure
    proper transmission to correspondents.

  • Propose
    and champion for ways to manage phone utilization costs.

  • Summarize
    monthly bills for telephone and courier and provide input to finance
    department for charging to specific project budgets.

  • Ensure
    that the front office reception is maintained, neat, tidy and welcoming at
    all times.

  • Incoming
    and outgoing mail management, record and dispatch cheques and other
    payments made by the office for collection/delivery.

  • Manage the
    office diary, i.e. booking the meeting rooms, recording workshop dates,
    travelling dates and manage staff movement board.

  • Maintain
    and update the Practical action contact list of local hotels, travel
    agents and taxis.

  • Accurate
    filing of documents and correspondence while ensuring there is efficient
    movement of documents within the office.

  • Preparation
    of requisitions for office stationery, kitchen items and toiletries.

  • Attend
    meetings as expected and participate accordingly.

  • Preparation
    of minutes for monthly staff meetings and disseminate them once approved.

  • Manage the
    general e-mail addresses and ensure that information is distributed to
    appropriate staff in a timely manner.

  • Work
    closely with the Office Assistant and provide cover for each other as
    appropriate.

Logistics
& Procurement Support (45%)

The administrative assistant, in conjunction with the Procurement and Logistics
coordinator will assist in performing procurement and logistics functions
including and not limited to:

  • Support in
    the strengthening of internal controls around asset management ensuring
    Practical Action’s assets are safeguarded at all times.

  • Assist in
    the preparation of procurement requests of office supplies for onward
    processing to the Procurement and Logistics Coordinator.

  • Assist in
    tracking orders and ensure timely delivery of the same.

  • Provide
    support in receiving goods and services while ensuring right quantities
    are delivered and quality services are rendered as per respective purchase
    orders

  • Take part
    in preparation of project procurement plans.

  • Assist in
    responding to queries from internal and external clients regarding
    procurement matters

  • Participate
    in monitoring stock levels and identifying purchasing needs

  • Facilitating
    travel/transport arrangements for staff and visitors including airline
    tickets, office vehicles and taxis, subject to appropriate approvals.

  • Arranging/making
    reservations of hotel accommodation for staff and visitors and process the
    associated costs.

  • Provide
    support in identifying and booking suitable meeting venues for official
    Practical Action meetings and ensure availability of all materials and
    equipment required at competitive rates.

  • Assist in
    maintaining relevant internal databases and procurement files in a
    chronological order

  • Assist in
    maintaining and tracking vendors’ contractual agreements on an annual
    basis.

  • Receiving
    approved invoices and ensuring payments are processed on a timely basis
    and forwarded to finance for remittance.

  • Conduct
    regular checks on office maintenance (furniture and fittings) and report
    any defects to the Procurement and Logistics coordinator.

  • Provide
    support in international travel requirements for staff and visitors to
    Kenya.

Human
Resources (5%)

  • Follow up
    on Immigration, visa and NGO Board applications.

  • Organize
    and follow-up on staff welfare matters in consultation with the HRO.

  • Any other
    duties relating to Practical Action that may be assigned by the line
    manager.

Other
responsibilities

  • Work
    effectively as a member of the Team by providing other forms of support as
    may be requested from time to time by team members.

PERSON
PROFILE

To be successful in the role, the ideal candidate will be able to demonstrate:

Experience
& Knowledge

  • A Diploma
    in Secretarial Studies, Business Administration, HR Management, Supply
    Chain or related field.

  • A first
    degree in the above fields will be an added advantage.

Essential

At
least 3 years relevant working experience in a similar position.

  • Excellent
    administrative skills

  • Good
    communication (verbal and written) skills in English

  • Good
    inter-personal skills and ability to work in a team with minimal
    supervision

  • Ability to
    organize multiple tasks and prioritize appropriately

  • Ability to
    handle confidential information in a discreet and professional manner

  • Practical
    experience in the use of the Internet, email and MS Office applications
    (spreadsheets)

  • Time
    management skills.

Desirable

  • Training
    in Human Resources and Supply Chain

  • High level
    of proficiency in MS Office packages

  • Training
    in procurement and logistics

How to
Apply

If you have the
experience, skills and the ability we are looking for, please forward the
application letter and updated CV by email to: 
[email protected] with the
title 
Administrative Assistant – Maternity Cover not later
than 
18th July 2021.
We treat all applications for employment on their merits and do not take into
consideration any factors that are not relevant to the job such as disability,
race, age, religion, gender, gender reassignment or sexual orientation.
Practical Action is committed to safeguarding and protecting children and
vulnerable adults and as such candidates will be subject to pre-employment
checks.

The successful applicant
must have the pre-existing right to both live and work in Kenya.

Applications will be
reviewed on a rolling basis. Only shortlisted candidates will be contacted.

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