Hijra Organization Jobs: Administrative Assistant

Humanitarian Initiative Just Relief Aid (HIJRA) is a humanitarian and development organization that aims to positively contribute towards improving the living standards and conditions of those adversely affected by the disasters and conflict in the Horn of Africa.

Our work involves establishing clean and accessible water supply systems, basic sanitation facilities and promoting proper hygiene for vulnerable and underserved communities.

HIJRA is currently recruiting Administrative Assistant for our Nairobi Office.

Closing date: 15 Jun 2010
Location: Kenya - Nairobi

Key Tasks and Responsibilities:

* Maintain office calendar to coordinate work flow and meetings
* Answer, screen and transfer phone calls
* Schedules and coordinates meetings, appointments and travel arrangements for managers or supervisors
* Responsible for procurement of office stationery and equipments/purchases to suit the needs of HIJRA business by evaluating the products/services and negotiating with the suppliers with the guidance and consultation of the Finance and Admin Officer
* Prepares written responses to routine enquiries
* General clerical duties including photocopying, fax and mailing and filling
* Resolves administrative inquiries
* Maintain stationary supply records and coordinate deliveries.
* Oversees the collection and dissemination of mails within the organization and outside
* Maintain electronic and hard copy filing system
* Prepares agendas for meetings and prepare schedules
* Records, compiles, transcribes and distributes minutes of meetings
* Organization and scheduling of meetings for departmental managers meetings
* Retrieve documents from filing system
* Oversee the provision of administrative support to all Nairobi team
* Handles requests for information and data
* Receives and direct visitors
* Sorts and distributes incoming correspondence
* Maintains office supply inventories and records
* Coordinate maintenance of office equipment
* Any other duties assigned by the Finance and Administration Officer

Required Knowledge, Skills and Competencies

* Completed High School/Diploma or Bachelors in Business Administration or relevant field
* Minimum 1-2 years of working experience in an administrative position
* knowledge of clerical and administrative procedures and systems such as filing and record keeping
* Knowledge of MS Office applications
* knowledge of principles and practices of basic office management
* Excellent information gathering and information monitoring
* Excellent communication skills - written and verbal
* Maintain confidentiality in all aspects of staff and agency information
* Mature and pleasant personality with good attitude
* Excellent planning and organizing
* Good interpersonal skills
* Knowledge of English and Swahili languages is must. Somali language is an added advantage
* Knowledge of operation of standard office equipment.

How to apply

If you belief you are the candidate we are looking for, please send your motivation letter, CV, daytime telephone contacts and the contact information of three references to human.resource@hijrasomalia.or.ke before 15 June 2010.

In the subject line of the e-mail, kindly state the position title.

Due to the number of applications we receive, only short-listed candidates will be contacted.