Administration Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Administration Assistant Job Summary

The Admin Assistant will assist the County Team Lead in maintaining office systems and ensuring organizational support and effectiveness through hands-on implementation of action plans.

Administration Assistant Primary Responsibilities:

• Maintain cleanliness and tidiness of the front office, workstations, common areas, etc.
• Organize storage space and compartments for staff and programs as needed.
• Manage the booking of conference and meeting rooms, ensuring readiness before scheduled use.
• Manage the office store, including issuing supplies to staff and supported sites.
• Allocate work-related tools to staff (phones, computers, desks, stationery) as needed.
• Keep an updated register of all fixed assets and consumables.
• Monitor supplies inventory, place orders, and verify receipts.
• Implement standards and tools for inventory management, including asset registers, goods received/dispatch notes, bin cards, and goods movement forms.
• Receive and label all items delivered to Ciheb-Kenya and maintain an organized goods storage system.
• Maintain delivery notes/Goods Received register for all supplies.
• Advise the procurement department on item quantities in the store and prepare monthly reports on stocks.
• Oversee office cleaning, repairs, and furniture maintenance.
• Assist with air ticket bookings and accommodation in coordination with procurement.
• Greet visitors, answer phones, and transfer calls to the appropriate department or staff member.

Required Qualifications:

• Bachelor’s degree in business administration or a related field.
• Minimum of three (3) years of experience in similar roles.
• Excellent interpersonal and communication skills.
• Proficiency in MS Word and spreadsheet packages.
• Ability to work under pressure.

Application Process:

Interested candidates should send their applications, including a cover letter and an updated CV with the names of three professional referees, to CIHEBKENYA_Recruitment@cihebkenya.org on or before October 20, 2023. Please include the title “ADMINISTRATION ASSISTANT” in the subject line.