PA Receptionist/ Administrative Assistant Job in Kenya
RECEPTIONIST/ADMINISTRATIVE ASSISTANT, NAIROBI-
MATERNITY COVER, 3 MONTHS
date: July 18, 2021
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.
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
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.
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.
We work on holistic solutions that change systems and have a framework to help
us achieve our aims:
the root causes of a poverty and vulnerability
- Define the
change at scale we need to make
activities along three complementary paths: Demonstrate, Learn and
that our solutions are sustainable in the real world
- Learn by
capturing evidence and adapting our approach
wider support to multiply our impact.
Practical Action is an unconventional, multi-disciplinary change-making
- 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.
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.
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
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
Title: Receptionist/Administrative Assistant
to: Head of People and Culture
Management: Procurement & Logistics Coordinator
Location: Nairobi, Kenya
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%)
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.).
incoming and outgoing official calls within the office through the switch
- Take note
of all messages left on the answering machine every morning and ensure
proper transmission to correspondents.
and champion for ways to manage phone utilization costs.
monthly bills for telephone and courier and provide input to finance
department for charging to specific project budgets.
that the front office reception is maintained, neat, tidy and welcoming at
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.
and update the Practical action contact list of local hotels, travel
agents and taxis.
filing of documents and correspondence while ensuring there is efficient
movement of documents within the office.
of requisitions for office stationery, kitchen items and toiletries.
meetings as expected and participate accordingly.
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.
closely with the Office Assistant and provide cover for each other as
& 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.
support in receiving goods and services while ensuring right quantities
are delivered and quality services are rendered as per respective purchase
- Take part
in preparation of project procurement plans.
- Assist in
responding to queries from internal and external clients regarding
in monitoring stock levels and identifying purchasing needs
travel/transport arrangements for staff and visitors including airline
tickets, office vehicles and taxis, subject to appropriate approvals.
reservations of hotel accommodation for staff and visitors and process the
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
- Assist in
maintaining and tracking vendors’ contractual agreements on an annual
approved invoices and ensuring payments are processed on a timely basis
and forwarded to finance for remittance.
regular checks on office maintenance (furniture and fittings) and report
any defects to the Procurement and Logistics coordinator.
support in international travel requirements for staff and visitors to
- Follow up
on Immigration, visa and NGO Board applications.
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
effectively as a member of the Team by providing other forms of support as
may be requested from time to time by team members.
To be successful in the role, the ideal candidate will be able to demonstrate:
- 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.
least 3 years relevant working experience in a similar position.
communication (verbal and written) skills in English
inter-personal skills and ability to work in a team with minimal
- Ability to
organize multiple tasks and prioritize appropriately
- Ability to
handle confidential information in a discreet and professional manner
experience in the use of the Internet, email and MS Office applications
in Human Resources and Supply Chain
- High level
of proficiency in MS Office packages
in procurement and logistics
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
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.