The Center for International Health, Education and Biosecurity (Ciheb)-Kenya is a local non-governmental organization collaborating with the Ministry of Health and County Health Management Teams to strengthen health systems for improved quality of health care in Kenya. Ciheb-Kenya is collaborating with the county governments of Mombasa, Kilifi, Kwale, Taita Taveta, Machakos, Makueni, Kitui, Nairobi, Kisumu and Migori to support the implementation and expansion of high quality, sustainable and comprehensive HIV prevention, care and treatment programs and expansion of COVID-19 vaccination with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR)
Job Summary:
The Admin Assistant will support the County Team Lead by maintaining office systems, ensure organisational support and effectiveness by providing hands-on implementation of action plans.
PRIMARY RESPONSIBILITIES:
- Ensure the front office, work stations, common areas, etc. are maintained, kept clean and tidy;
- Acquire and delineate organized storage space and compartments as necessary for all staff and programs;
- Manage booking of conference and meeting rooms and ensure the rooms are ready before scheduled use;
- Managing the office store, issuance of supplies to staff members and all the sites that are supported by the office.
- Allocate work related tools to staff (phones, computers, desks, stationery) as appropriate to all staff.
- Maintain a routinely updated register of all fixed assets and consumables.
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders and verifying receipts.
- Adopt and ensure use of acceptable standards and tools for inventory management including asset registers, goods received/dispatch notes, bin cards and goods movement forms; and
- Receive and tag all items delivered to Ciheb-Kenya and maintain an orderly system of goods storage.
- Maintain delivery notes/Goods Received register for all supplies received and delivered to the programs.
- Advice the procurement department on quantities of items in the store and prepare a monthly report reflecting stocks purchased, distributed and replenished.
- Oversee the cleaning and tidiness of the office, repair works and ensure that all furniture is in good condition;
- Liaise with procurement to assist in air ticket bookings and accommodation.
- Receive visitors, answer telephones and transfer calls to the appropriate department or staff member.
Required Qualifications
- Bachelor’s degree in business administration or other related course
- At least three (3) years’ experience supporting similar roles
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- Excellent interpersonal and communication skills
- Good computer skills with proficiency in MS Word and spreadsheet packages
- Ability to work under pressure
How to Apply:
Kindly send your application which includes a cover letter and an updated CV including names of three professional referees to CIHEBKENYA_Recruitment@cihebkenya.org on or before 20th October 2023. Applicants are advised to include the title “ADMINISTRATION ASSISTANT” in the subject line.
The Center for International Health, Education and Biosecurity (CIHEB)-Kenya is an equal opportunity employer.
Only short-listed candidates will be contacted.
