MAIN PURPOSE OF JOBTo 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 OfficerOTHER RESOURCES UNDER YOUR RESPONSIBILITYLaptopPrinter (photocopier and scanner)Water dispenserOffice WIFIProject vehicleOffice furnitureState of rooms, lights, blinds etc.Other assets acquired in the financial year.KEY RESPONSIBILITIESAdministrativeProvide comprehensive administrative support to the project team at the office and in field activities.FinanceSupport 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.ReceptionReceives all visitors and acts as the first point of reference for all enquiries for the project.PlanningCoordinates 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.OrganisingManages the execution of events including meetings workshops and other work-related gatherings within the project.ReportingIn charge of compilation processing and distribution of a variety of reports including minutes of various meetings, programme monthly, quarterly and annual reportsMaintain the reporting schedule and send reminders of deadlines to report ownersInformation managementDevelop and maintain relevant databases and filing systems for optimal management of information and contacts for the project.Custodian of project assetsMaintaining an updated inventory at all times.Ensures compliance with maintenance/servicing schedules for all project assets.SupervisionSupervises programme support staff: drivers, messengers, cleaners.TransportProgramme logistics including local transport for staff, managers, outreach specialists and visitors, air tickets and taxis.Hotel and flight bookingsSupport field work activities as per team needs for additional support.REQUIRED QUALIFICATIONSEducation; Knowledge and skillsDegree in Business Management/AdministrationRelevant certificationsMinimum of 1-3 years' work experience in a high-engagement administrative role, preferably at Amref KenyaExcellent writing and oral communication skillsGood interpersonal skills and versatilityProficient knowledge of MS Office (Word, Excel, PowerPoint, and Outlook)CompetenciesStrong interpersonal skillsAttention to detail and a high level of accuracy in all workExcellent organizational and time management skills, with the ability to prioritize tasks and meet deadlinesDiscretion and professionalism when dealing with sensitive informationSelf-driven professionalENVIRONMENTAL CONDITIONSCorporate Policies, Systems, Procedures and MethodsThe job requires a comprehensive knowledge of Amref Health Africa's finance and procurement policies and proceduresWork EnvironmentNormal office environment at the workstationA 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 workHours of Work38 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.
