Reporting to the head of department, the position holder will be responsible for managing all the administration functions of the office.
- Manage the Departments’ diary to ensure smooth running of scheduled appointments.
- Prepare department’s manual payment/purchase requisitions and local purchase orders (LPOs) for authorization by the head of section to ensure timely delivery of books, services and non-stock stationery.
- Prepare correspondence for the Head of Section’s signature to ensure accurate and efficient service delivery.
- Receive department mail for distribution to addressees to facilitate communication.
- Follow up and confirm all payments and requisitions made with the Finance Department for timely payment and maintenance of records.
- Responsible for making all flight and hotel reservations for all departmental staff to ensure timely travel and accommodation reservations.
- Create, maintain and update filing system for ease of reference; Maintain stock of personnel utility forms for ease of acquisition and use by the department staff.
- Ensure proper external communication information/public relations – respond to telephone queries from the general public and internal members for timely and appropriate assistance to ensure efficient service delivery.
- Prepare stationery transport, job card requisitions and organize for security gate passes for the department in consultation with the head of section to ensure effective service delivery.
- Receive (written) booking requests of the conference facilities and secure the venues to facilitate scheduled meetings.
- Responsible for logistics for Department functions, meetings, events, workshops etc.
- Record departmental staff meeting minutes for reference purposes.
Qualifications /Educational/Professional/experience)
- Undergraduate degree from an accredited university.
- Advanced Secretarial Level
- 3 years’ experience in a similar setting preferably in an institution of higher learning.
- Computer Skills
Personal Attributes & Competencies
- Integrity.
- Computer literate.
- Good interpersonal and communication skills.
- Good organizational skills with multi-tasking ability from experience of handling a busy office.
- Creative, high initiative and accurate results-oriented with ability to pay attention to detail.
- Knowledge of office management with secretarial background.
If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line of the email address the position you are applying for. Interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, names and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Thursday, June 15, 2023 to:
Director Administration,
United States International University – Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: [email protected]
Method of Application
Send your application to [email protected]
