Administrative Assitant – Programmatic at SHOFCO

Job Overview

SHOFCO is seeking a highly motivated and experienced Administrative Assistant responsible for administrative requests and help with a variety of tasks including but not limited to data entry, lodge timely shopping cart requests and expense reports on SAP, filing, assist in organizing meetings and events, and general office work.

The ideal candidate should be a quick learner with good attention to detail, have good communication skills and be able to work well with others. Overall – Provide oversight for all administrative tasks assigned to project.

Key Responsibilities / Duties/ Tasks

• Providing administrative support to management and project team and in some cases, clients and visitors
• Handling office ad-hoc duties such as answering phones, organising files, drafting letters, meeting minutes,
• Manage calendars via email, phone and face-to-face meetings and scheduling meeting; support senior staffs and community members with meetings arrangement.
• Developing and managing spreadsheets; maintaining databases; tracking important deadlines
• Support all IIVC forums in the regions with our presence through requests placement and timely payments follow ups.
• Timely accounting and placement of requests SAP -Undertake administrative tasks – requesting various department budgets for events, hall payments, refreshments, staff stipends, transport, airtime, welfare meals
• Coordinate and arrange travel plans for managers and project team which includes flights, car rentals, hotel accommodation
• Inspect and verify items received from suppliers against the purchase order.
• Follow up on all office requisitions, check on proper documentation ie the contract, ID copies and KRA pins.
• Maintain, request, brand and furnish the offices – office furnitures and fittings, stationeries, etc and maintaineing the office equipments.
• Support with planning of smooth running of projects (small and big) events organized by the project team.
• Ensure utilities payment i.e. rent, electricity, water etc.
• Perform any other assignments as assigned by supervisor

Education Qualifications

Academic Qualification:

• Degree/Diploma in Administrattion and/or Management or related field
• 2 year experience in an administrative position

Professional Qualification:

• Business related course certificate or a related qualification in the field

Other required qualifications (unique/job specific):

• Have problem-solving skill
• Have good time management skills
• Must have attention to details
• Must be organized in how they work and priorities their work
• Must have good communication skills
• Familiar with office equipment and procedures such as photocopier, printers etc. and computers for Word processing, Spreadsheet creation etc.

Functional Skills:

• Creative
• Innovative
• Attention to Detail
• Analytical, detail oriented and organised
• Presentation skills
• Networking
• Computer proficiency
• Flexible and Adaptable
• Confidential
• Multi-tasking

Behavioral Competencies/Attributes:

• Collaborative
• Team leadership & People oriented
• Persuasive, persistent and proactive
• Self-Driven; Willingness to learn
• Negotiating and influencing
• Work independently
• Strong interpersonal skills
• Outspoken and assertive
• Honesty and integrity