The Regional Cooperative Engagement Office (RCEO) has an opening for the position of Administrative Assistant. The position will be available immediately. The closing date of this position is October 23, 2013.
Minimum Requirements
Qualification Reqired
BS/BA degree in Sociology, Program Management, Social Work, or Society/Community studies is required.
Two (2) years of experience managing/organizing project related activities is required.
Level IV (Fluent) English ability and Level III Kiswahili ability are required.
Other Criteria
Must have knowledge of administrative/accounts office procedures
Must be proficient in using Microsoft Office software.
Job Specification
Under the supervision of the RCEO Chief, serves as the Administrative Assistant for the Cooperative Biological Engagement Program (CBEP). The incumbent serves as a prime contact for the Program within CDC Kenya and coordinates activities between the Program and its various stakeholders. Coordinates administrative activities with other CDC Program sections and ensures smooth functioning of the CBEP office.
Duties & Responsibilities
Performs a range of diverse administrative activities for the Cooperative Biological Engagement Program. 35%
Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the program.
Schedules and coordinates appointments and maintains calendars, schedules, coordinates and facilitates meetings, facilitates events and/or travel arrangements, appointments and/or similar activities for supervisor.
Provides administrative/secretarial support for the RCEO such as answering and making telephone calls, screening email messages, faxing, photocopying, typing inter office correspondence and other official correspondence, assisting visitors and resolving and/or referring a range of administrative problems and inquiries, control incoming and outgoing correspondence and follow up on operational commitments.
Provides administrative support to CBEP visitors and coordinates meetings on their behalf
Attends official meetings when necessary (CDC, US Embassy, Kenyan Government) and provides written summaries
Assists with tracking CBEP program activities and will liaise with other program stakeholders as appropriate
Requisitions and follows up on supplies, stationery, printing, maintenance and other services from the relevant offices.
Assists with monitoring CBEP program field activities
Travel Coordination 30%
Preparation of travel requests and travel orders for local and international travel as deemed necessary from time to time. Liaise with Express Travel Office to ensure that all the travel requests and travel orders are delivered to them to enable them to release tickets on time.
Liaise with Express Travel Office to ensure airport pick-ups and transfers are done for the Program staff. Follow up on travel advances and reimbursement vouchers with FMC before/after each travel to ensure that they have been processed and paid.
Budget and Financial Matters 30%
Maintenance of budgets and expenses logs. Will be responsible for budget maintenance of Program.
Monitors and assists with fiscal administration for the Program, including following up on invoices with the relevant offices.
Coordinates financial issues for the RCEO with the CDC Financial section, Embassy FMC and GSO offices
Maintains RCEO yearly CBEP budget
Establishes, maintains and updates files, databases, records and/or other documents for the RCEO. Establishes, updates and maintains the RCEO’s financial log in system on all the correspondence from the various components of the Program
Other duties 5 %
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