Administrative Assistant at Jhpiego

Administrative Assistant  Responsibilities:

Front Office Management:

• Manage the front office, including making hotel bookings for visiting guests and processing their invoices.
• Welcome Jhpiego guests and handle phone calls.
• Receive and distribute mails as required.
• Track and update the GSR/Invoice Tracker.
• Process all Jhpiego invoices and raise Admin related GSRs.
• Validate parking for staff.
• Provide relief for the Operations Assistant.
• Ensure the office is opened and secure.

Asset Inventory:

• Keep track of inventory in the internal tracking system.
• Periodically update the inventory system in coordination with the Administration Manager.

Note: All Jhpiego staff members, regardless of their responsibilities, are expected to:

• Embody the mission and values of Jhpiego.
• Participate in the business development process.
• Contribute to knowledge sharing and transfer.
• Make responsible decisions that result in time and cost containment with clear accountability.
• Collaborate in multiple teams, adopt a team spirit, take ownership of assigned action items, and provide feedback as needed.
• Multitask, manage competing priorities, and prioritize to meet program and/or organizational objectives.

Required Qualifications:

• Bachelor’s degree in Business Administration/Management with 2 years of experience in an NGO setting, or Diploma with a minimum of 3-4 years of relevant procurement experience.
• Strong problem-solving and decision-making skills.
• Experience with QBE.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Access).
• Ability to work well under pressure and prioritize to meet deadlines.
• High degree of reliability, accuracy, and productivity in working independently.
• Excellent oral and written communication skills; fluency in English is required.
• Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Preferred Qualifications:

• Basic understanding of COVID-19, MCH, HIV/AIDS, RH/FP, and health-related issues, with a global focus.
• Excellent organizational skills, including multitasking ability.
• High integrity and ability to maintain confidentiality.
• Proficiency in both written and spoken English and Kiswahili.

Abilities/Skills:

• Possess a broad range of programmatic, administrative, financial, and computer skills (Word, Excel, PowerPoint, Outlook, Access).
• Experience in team working and handling multi-cultural staff.
• Self-motivated, proactive, and positive attitude towards work with minimal supervision.
• Attention to detail and accuracy in data management, analysis, and reporting.
• Strong presentation and communication skills, both oral and written.
• Effective communication, instilling trust and confidence.
• Experience in managing teams and supervising multi-cultural staff.
• Willingness to take on additional responsibilities to achieve the organization’s goals/objectives.

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