Administrative Assistant/Secretary Job in Kisumu, Kenya

Group/unit: MVP

Posts: (1 position)

Position grade: (1 year contract)

Duties and responsibilities:

The Project Administrative Assistant/Secretary will be responsible for providing administrative service that support project implementation and management and day-to-day liaison with workmates.

She/he will provide comprehensive secretarial and administrative support to the Project Team Leader/Cluster Manager, including drafting correspondence, taking of minutes, making travel arrangements and related tasks.

The Project Administrative Assistant/Secretary carries out his/her functions under the direct supervision of the Finance and Administrative officer. Specifically, the incumbent will:
Provide office support to the MVP in Kisumu. Be responsible for day-to-day project correspondence, information sharing and ensuring that appropriate follow-up actions are taken. Prepare minutes of project meetings help in organizing project events.

Secretarial work including assisting in keeping administrative databases of project contacts, also including filing and records maintenance/documentation.

Assisting in making logistical arrangements for travel and hotel bookings for MVP senior staff and visitors.

Assist in office procurement and stores management.

Perform other duties as determined by the Finance and Administrative officer

Competencies

Professionalism - Knowledge of the NGO systems. Demonstrated ability to manage processes and maintain accurate records.

Ability to work independently and to maintain flexibility in working hours.

Planning and Organising – Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.

Demonstrated ability to coordinate tasks to meet deadlines.

Teamwork– Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Demonstrated ability to develop and maintain effective work relationships with counterparts. Communication – Ability to write in a clear and concise manner and to communicate effectively orally.

Skills and Qualifications

Education
Good pass in Kenya Certificate of Secondary education (KCSE) level of education or above. A Diploma in Secretarial, Administration or a field related to office administration and management is essential.

Work experience
At least 3 years of administrative assistance experience, of which preferably; experience in providing assistance in project coordination and implementation.

Language proficiency
Fluency in written and spoken English & Kiswahili

Other skills
Computer literacy (Microsoft Office & Internet) is essential; Familiarity with NGO Financial Regulations and Rules is regarded as an asset.

Terms of Offer
Millennium Promise is an equal opportunity employer offering a competitive salary. The contract is for an initial period of one year, renewable subject to three months probation period.

How to apply

Prepare:

A cover letter illustrating your suitability for the position, and your salary expectations.

Detailed and up-to-date curriculum vitae and attach your testimonials.

The names and addresses of three referees, including telephone numbers and email addresses.

Address this to:

Team Leader/Cluster Manager-Millennium Villages Project
P.O. Box 2389-40100
Kisumu

Deadline for Application: 4th May 2012

NB: Only short listed applicants will be contacted.