Administrative Assistant

Job Description

The Administrative Associate will provide administrative support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity in Kenya. This position requires general knowledge of the organizational and departmental policies and procedures, as well as the ability to communicate information involving programs, functions, and services.

Responsibilities

• The Administrative Associate I duties may include preparation of documents and administrative reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying.
• Additional duties include, but are not limited to, collecting and verifying data, summarizing and reconciling information or, records management, review and inventory management.
• Accountabilities: Performs general and routine administrative tasks in support of STRIDES.
• Serves as the primary point of contact for input from internal and external contacts.
• Provides excellent customer services in a friendly, professional demeanor to internal and external clients.
• Takes messages or fields/answers routine and non-routine questions.
• Serves as the "gate keeper" for schedules, determine needs, and handle conflicts in schedules with professionalism.
• Provides administrative support to STRIDES team members for copying, faxing and large-scale mailings.
• Responds to staff requests for administrative support as required.
• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mail and coordinates outgoing mail, including courier services, and interoffice mail distribution.
• Schedules meetings and meeting arrangements.
• Assists with the preparation of materials for meetings and conferences.
• Provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Prepares and maintains documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
• He/She will be responsible for supervising office cleaning operations and maintaining a clean, safe, and orderly work environment.
• Performs other duties as assigned.

Applied Knowledge & Skills

• Demonstrates basic understanding of program procedures, methods, and practices.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Uses basic office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.
• Gathers readily available information from office records to draft e-mails, memos and other documents.
• Ability to proofread documents for grammar, spelling, punctuation, and basic formatting.
• Ability to gather, recommend, and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
• Requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Records and documents information accurately.

Problem Solving & Impact

• Identifies and recognizes problems that have established precedents and limited impact.
• Provides excellent customer services in a friendly, professional demeanor to internal and external clients.
• Detects errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.

Supervision Given/Received

Normally receives detailed instructions on all work. Close supervision involving detailed instructions and frequent monitoring of work performance. Contacts are primarily within immediate work unit.

Education

• Diploma in Business Administration/Management or International Equivalent.
• Associate’s degree preferred.

Experience

Typically requires 0 - 3 years of relevant experience.

Typical Physical Demands

Typical office environment. Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard. Ability to sit and stand for extended periods of time. Ability to lift/move up to 5 lbs.

Technology to be Used

Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements

May travel less than 10%