Amref Health Africa Hiring Administrative Associate

DIRECTORATE/UNIT WASH & NTDS
REPORTING TO Project Officer
CONTRACT DURATION 12 months
DUTY STATION Malindi, Kenya

Amref Health Africa was founded in 1957 and has since grown to become the largest African-based international health development organization, currently implementing more than 120 programs, directly reaching more than 12 million people across 35 African countries. Headquartered in Nairobi, Kenya, Amref Health Africa has offices in ten countries in Africa and an additional eleven advocacy and fundraising offices in Europe and North America. In the spirit of Ubuntu, partnership and networking are key elements of our approach. Amref has a staff complement of over 1,500.

Amref Health Africa is driven by its vision of ‘Lasting health change in Africa’ and its mission ‘To catalyze and drive community-led and people-centered health systems while addressing social determinants of health’. We believe that the power to transform Africa’s health lies within its communities, and therefore strive to ensure that health systems are not only functional but that communities are empowered to hold these systems accountable for the delivery of quality and affordable health care.

Administrative Associate – WHEEL Project

MAIN PURPOSE OF JOB

To provide administrative support by ensuring effective coordination, planning and monitoring of office administration, logistics reporting and communication. The Project Administrative Associate reports to the Project Officer

OTHER RESOURCES UNDER YOUR RESPONSIBILITY

• Laptop
• Printer (photocopier and scanner)
• Water dispenser
• Office WIFI
• Project vehicle
• Office furniture
• State of rooms, lights, blinds etc.
• Other assets acquired in the financial year.

KEY RESPONSIBILITIES

FULL EXTENT OF DISCRETION

• Administrative
  • Provide comprehensive administrative support to the project team at the office and in field activities.
• Reception
  • Receives all visitors and acts as the first point of reference for all enquiries for the project.
• Organising
  • Manages the execution of events including meetings workshops and other work-related gatherings within the project.
• Information management
  • Develop and maintain relevant databases and filing systems for optimal management of information and contacts for the project.
• Custodian of project assets
  • Maintaining an updated inventory at all times.
  • Ensures compliance with maintenance/servicing schedules for all project assets.
• Supervision
  • Supervises programme support staff: drivers, messengers, cleaners.
• Transport
  • Programme logistics including local transport for staff, managers, outreach specialists and visitors, air tickets and taxis.
  • Hotel and flight bookings

PARTIAL EXTENT OF DISCRETION

• Finance
  • Support financial processes, as per relevant Amref policies, to support project implementation. This includes:
    • Procurement process to completion, including processing of invoices.
    • Management of field activity advances to completion.
    • Managing office float and requisition of office consumables.
• Planning
  • Coordinates the project calendar of events with the relevant offices both internal and external. These are both annual planning and ad hoc planning of activities and project work plan.
• Reporting
  • In charge of compilation processing and distribution of a variety of reports including minutes of various meetings, programme monthly, quarterly and annual reports;
  • Maintain the reporting schedule and send reminders of deadlines to report owners

Support field work activities as per team needs for additional support.

REQUIRED QUALIFICATIONS

Education; Knowledge and skills

• Degree in Business Management/Administration
• Relevant certifications
• Minimum of 1-3 years’ work experience in a high-engagement administrative role, preferably at Amref Kenya
• Excellent writing and oral communication skills
• Good interpersonal skills and versatility
• Proficient knowledge of MS Office (Word, Excel, PowerPoint, and Outlook)

Competencies

• Strong interpersonal skills
• Attention to detail and a high level of accuracy in all work
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Discretion and professionalism when dealing with sensitive information
• Self-driven professional

ENVIRONMENTAL CONDITIONS

Corporate Policies, Systems, Procedures and Methods

The job requires a comprehensive knowledge of Amref Health Africa’s finance and procurement policies and procedures

Work Environment

• Normal office environment at the workstation
• A positive work environment that ensures psychological safety.
• Open collaboration with the project team in order to achieve project goals.
• Field work support in remote project sites with basic amenities.
• Regular consultation with the team to ensure smooth project implementation.
• Organize social events to enhance team work

Hours of Work

• 38 hours per week, Monday to Thursday official working hours from 8.00am to 5.00pm with one (1) hour lunch break from 1pm to 2pm. Friday official working hours from 8.00am to 2.00pm.
• Job holder may occasionally be required outside normal working hours due to unique circumstances.