Kenya: ADMINISTRATION OFFICER – NAIROBI, MIGORI & KISII

Organization: University of Maryland
Country: Kenya
Closing date: 16 Sep 2016

REPORT TO: HR & ADMIN MANAGER

SUPERVISION: Admin Assistant and Subcontracted cleaning personnel

POSITION SUMMARY:

Under the supervision of HR & ADMIN Manager, the Admin officer will maintain office systems, ensure organisational support and effectiveness by providing hands-on implementation of action plans.

PRIMARY RESPONSIBILITIES:

  • Ensure the front office, work stations, common areas, etc. are maintained, kept clean and tidy;
  • Acquire and delineate organized storage space and compartments as necessary for all staff and programs;
  • Manage booking of conference and meeting rooms and ensure the rooms are ready before scheduled use;
  • Managing the office store, issuance of supplies to staff members and all the sites that are supported by the office.
  • Allocate work related tools to staff (phones, computers, desks, stationery) as appropriate to all staff.
  • Manage office customer care, office bills payments and staff credit allocations. Receive visitors, answer telephones and transfer calls to the appropriate departments or staff members.
  • Receive and forward all utility bills to procurement for payment processing.
  • Responsible for external dispatch and delivery of mails and parcels.
  • Maintain a routinely updated register of all fixed assets and consumables.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders and verifying receipts.
  • Adopt and ensure use of acceptable standards and tools for inventory management including asset registers, goods received/dispatch notes, bin cards and goods movement forms; and
  • Receive and tag all items delivered to MGIC and maintain an orderly system of goods storage.
  • Maintain delivery notes/Goods Received register for all supplies received and delivered to the programs.
  • Advice the procurement department on quantities of items in the store and prepare a monthly report reflecting stocks purchased, distributed and replenished.
  • Oversee the cleaning and tidiness of the office, repair works and ensure that all furniture is in good condition;
  • Liaise with procurement to assist in air ticket bookings and accommodation.
  • Receive visitors, answer telephones and transfer calls to the appropriate department or staff member.

Required Qualifications

  • Bachelor’s degree in a business related field
  • 1 – 5 years’ work experience
  • Excellent interpersonal and communication skills
  • Computer literacy
  • Ability to work under pressure

How to apply:

If you meet the above qualifications, you are requested to send your application and CV to hr@mgickenya.org by September 16, 2016. Candidates are required to quote the TITLE & LOCATION of the position being applied on the subject line of the email. Only shortlisted candidate will be contacted.

Maryland Global Initiatives Corporation is an equal opportunity employer.

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