Admin Assistant at Catholic Relief

The Administrative Assistant will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the CRS mission to serve the poor and vulnerable. S/he will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming in Turkana especially on areas of operations. The administrative assistant will support in the achievement of CRS Kenya Program vision 2023 five priority areas; Livestock and Climate Change Adaptation: Health, Nutrition and Social Services System Strengthening:  Water Access, Sanitation and Hygiene: Youth Employment and Entrepreneurship: Gender Mainstreaming, Disability Inclusion, MEAL and Emergency.

Job Responsibilities:

• Facilitate communication with all units of the organization and external stakeholders as relevant and maintain a logical catalogue of the organization’s filing system.
• Assist with day-to-day administrative tasks, including filing, data entry, and record-keeping (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
• Coordinate travel arrangements and accommodations for staff and related stakeholders.
• Order office supplies and maintain inventory levels.
• Assist with project management tasks, such as tracking deadlines and deliverables.
• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors’ welcome packages, etc.).
• Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Assist with event planning and coordination including management of calendars, schedule appointments, and coordinate meetings.
• Excellent computer skills and experience working with procurement software.
• Ensure timely collection of utility bills for payment.
• Assist with procurement requests emanating from the Office through tracking, scanning and follow up for approvals.
• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
• Provide support to managers and employees as needed.
• Perform other administrative duties as assigned

Personal Skills & Abilities

• Good time management skills with ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Good writing, organizational and analytical skills with attention to detail.
• Proactive, resourceful, solutions oriented and results-oriented
• Ability to learn and adopt new systems and software quickly
• Demonstrated commitment to respect, equity, diversity and inclusion including gender equality