Administrative Assistant at Hivos East Africa at Hivos East Africa

Administrative Assistant at Hivos East Africa at Hivos East Africa | Iko Kazi

Key responsibilities

The key responsibilities of the role include:

Front office & facilities management

Serve as a point of contact for regional staff and external stakeholders
Answering Phone calls
Receive in-person visitors
Receiving posts and distributing them amongst appropriate staff
Manage service provider contracts (leases, internet, office cleaning, office plants, etc).

Travel and event logistics

Arranging international and domestic travel for staff and visitors (e.g., flights, travel insurance, visas, and accommodation).
Assist in the organization and logistics of workshops or meetings for office events

Archiving and data management

Maintaining both physical and digital filing systems, drafting correspondence, and managing incoming/outgoing mail.

Procurement support and asset management

Procure and manage inventory and supplies. i.e. stationery, kitchen items, cleaning items
Manage all assets (tagging, tracking, maintenance, disposal)
Ensure Asset insurances are up to date
Vendor Management: track contracting and performance of contracted vendors
Secretary to the Country Procurement Committee: schedule meetings, record minutes and ensure action points are closed

Staff onboarding assistance

Assisting with staff onboarding (e.g., providing administrative guidance, desk allocation and orientation).

Legal Compliance

Process payments

Specifications

This is a position for nationals or residents of Kenya with the following requirements:

Bachelor's degree in business administration, Office Management, Secretarial Studies, or a related field.
2-5 years of administrative or office support experience, preferably in a regional or multinational environment.
Positive, can-do attitude with proactive approach and strong social skills for diverse team collaboration.
Experience supporting senior managers or leadership teams is an advantage
Fluent in English; professional knowledge of French is an asset

Skills & Competencies

Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
Ability to manage multiple tasks and prioritize effectively.
High attention to detail and accuracy.
Strong interpersonal and stakeholder management skills.
Ability to handle confidential information with discretion.
Problem-solving and proactive coordination skills.

Administrative Assistant at Hivos East Africa