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Project Administrative Assistant

IED Nairobi

Summary

IED (Innovation Energy Development) is a French company with an office based in Kenya to manage Green Energy related projects. IED Kenya was opened early 2017. The project for which the above mentioned position is required started in Sept 2020. We are looking for a responsible Project Administrative Assistant to perform a variety of administrative and clerical tasks. The duties include providing support to our project staff assisting in daily office needs and managing our project's general administrative activities.

Description

Duties / Responsibilities:
Secretary and front office work:

  • Organize and schedule appointments
  • Plan meeting and take detailed minutes
  • Write email, correspondence memos, letters
  • Maintain proper filing system
  • Update and maintain office policies and procedures
  • Proofread and edit reports and memos produced by the project team
  • Receive and screen visitors, assisting them with enquiries/references while directing them appropriately
  • Ensure that the front office is maintained neat, tidy and welcoming at all times
  • Manage the office diary (i.e; booking the meeting rooms, workshop and traveling dates

 

Procurement and Logistics:

  • Check office stock and prepare procurement requests for office supplies
  • Track orders and ensure timely delivery
  • Receive and check goods and services are conform with order
  • Take part in preparation in project procurement plans
  • Assist in responding to queries from internal and external partners regarding procurement matters
  • Facilitate and organize transport and accommodation for experts and visitors, including flights booking, car hire/taxi booking, hotel rooms booking
  • Identify and book suitable meeting venues for official meetings/workshop and ensure availability of all required materials and equipment at competitive rates
    Link with Administrative Officer:
  • Work closely with the administrative officer for invoices payment and transmission of documents
  • Confirm services and goods have been provided before payment is organized
  • File properly project documents
    Communication support:
  • Basic updates of project website content
  • Participate to the production of communication content for publication

Education
Bachelor Degree

  • A Degree Business Administration, Communications, HR Management, Supply Chains or related field.

More Details on Experience

  • 5 years' experience minimum in similar position

More Details on Skills

  • High level of proficiency in MSf Office Package
  • Human Resources training
  • Supply chains training
  • Training in procurement and logistics
  • Communication and accounting (basic booking)

Terms And Conditions

Interested applicants should send their application on or before 30th November 2020