Job Title: Volunteer Position – Administrative Assistant
Department: Administration
Reporting to: Office Administrator
Supporting: All Staff and volunteers
Coordinating with:
• All PEN Staff and volunteers
• Partners, Clients, Visitors and General Public
Job Purpose: Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.
Main Job Tasks and Responsibilities
• Provide administrative/secretarial support for Pen staff such as answering telephones, assisting visitors and resolving a range of administrative problems and inquiries
• Efficient front office management
• Welcoming visitors to the organization in a professional manner and maintaining the reception area to a high standard, ensuring that the area is clean and tidy at all times.
• Provide support to PEN field operations
• Formatting and editing correspondence and other documentation
• Maintenance of an efficient filing and easy retrieval system
• Receiving and transmitting information through fax, email telephone, letters and follow up on communication
• Receive calls and referring callers as required
• make official calls and attend to all enquiries related to PEN
• Managing Incoming and outgoing post and courier services
• prepare and modify documents including correspondence, reports, drafts, memos and emails
• Record, compile, transcribe and distribute minutes of meetings
• Overall office keeping: maintain the inflow and outflow of office supplies, receive, store and maintain inventory of office supplies.
• Perform any other duties as directed by your supervisor and the prevailing circumstance
Qualifications, experience and competence
• Diploma in Business Administration, Public relations or full secretarial training with versatile administrative skills.
• Exemplary computer skills with proficiency in MS Word, spreadsheet and power point packages.
• Fluency in English and Kiswahili languages, with good writing skills
• Eloquent communication (oral and written)
• Good organizational skills
• Pleasant personality, flexible, ability to solve problems, work with minimal supervision
• Willing to learn and perform multi tasks
• Must be a team player and willing to learn on the job and apply lessons learned
• Be prepared to work under minimum supervision
Personal Attributes:
• honest and trustworthy
• Posses culture of awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
If you feel you posses the necessary qualifications and experience, please send your resume and application letter with your cell phone contact to the address below;
The Human Resources Manager
Poverty Eradication Network (PEN)
AACC Compound
Waiyaki Way
Westlands
P. O. Box 4932-00200
Nairobi
Or email your application to: query@penkenya.org
Deadline for applications is 25th March 2011
