Administrative Assistant -Front Office at KEMRI

JOB PURPOSE: 

This role is responsible for provision of efficient and effective front office services, administrative and transport support to the Programme under the operations department.

Description: 

REPORTS TO:  Head of Operations – Nairobi

INDIRECTLY SUPERVISES:  None

BUDGET AND RESOURCE RESPONSIBILITY:

Will have limited role in planning expenditure and managing funds.

KEY RESPONSIBILITIES:

• Handle incoming and outgoing telephone calls including assisting staff to make official local and international calls;
• Ensure the reception area is well maintained and kept orderly to project a corporate image;
• Security, Health and safety measures; Ensure measures are adhered to as per policy at front desk; ensure the doors are always locked and access system is working. Alert any security breach.
• Receive and circulate in coming parcels on behalf of the Programme: Monitor all received and outgoing letters and ensure accurate records are record kept, mail bag, letters and goods etc;
• Customer care: provide first level customer service support to visitors, respond to general enquiries and guide new staff and visitors to the correct offices/staff required;
• Visitor’s records: records of all visitors coming to the Programme offices via the reception are well maintained and visitors are inducted on Health and Safety protocols;
• Travel administration: support the various departments to raise purchase requisitions for travel bookings.
• Transport bookings; coordinate and plan for daily transport bookings from departments  for Programme vehicles and out-sourced taxis. Prepare transport schedules, field work plans and maintain the requisite records for motor vehicles including monthly vehicle mileage, fuel consumption and trips made.
• Vehicle maintenance and inspection: support the operations office in daily and period supervision of vehicle inspections and maintain service tracking report;
• Provide administrative support to the Head of Operations and other staff in the department; draft tax exemption letters in consultation with the Operations office, submit and maintain track record of progress of the letters with the relevant authorities;
• Archive physical records and electronic files
• Stores requisition: support operations office stores requisitions
• Provide leave cover for other Operations staff;
• Any other duties that may be assigned from time to time..

QUALIFICATIONS:

• A diploma in Business Administration, Office Management, Secretarial studies or equivalent.
• At least 3 years’ experience in a similar role within a busy office
• Good computer skills with MS Office packages and basic record keeping

Desirable Criteria

• The post holder should have:
• Demonstrated ability to organize work, maintain punctuality and deliver to strict timelines.
• Demonstrate high levels of integrity and confidentiality.
• Strong Organizational, planning and administrative skills.
• Good attention to detail and ability to work with minimal supervision.
• Excellent interpersonal, verbal and written communication skills.
• Team worker who is able to work in a multi-cultural environment with diverse teams.