Administrative Assistant

Key Responsibilities

Administration Assistant Duties

• Sits at the reception desk and receives visitors.
• Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
• Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstations.
• Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.
• Ensures proper filing of all documentation that needs to be filed.
• Ensure timely collection of utility bills for payment.
• Prepares monthly payment requests for office drinking water, office milk and any other payment requests for administration department. 

Procurement and Warehousing:

• Assist with procurement requests emanating from the IRC Lodwar Office through tracking, scanning and follow up for approvals.
• Raise purchase request for operations.
• Receives and records all invoices and delivery reports received from the warehouse & Suppliers and distributes them to relevant department.
• Leads in store releasing of the necessary items for the IRC Lodwar Office.
• Advise the Supply Chain Officer/Field Coordinator on procurement-specific issues or improvements.
• Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices.
• Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time.
• In liaison with the driver, collects items from the warehouse for the office use.
• Ensure there is water and office supplies.
• Ensure there are up-to-date leases for the office and guest house.

Others:

• Attend to any other duties or tasks delegated by the supervisor or designate.

Minimum Qualifications:

• Holder of Diploma/Degree or equivalent in Purchasing & Supplies management or Business Management.
• At least 2 years’ experience in procurement administration, from a non- governmental or humanitarian international organization.
• Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence through negotiation skills.
• Demonstrated people skills.
• High sense of integrity
• Good writing and organizational skills
• Excellent computer skills and experience working with procurement software.
• Cultural and diversity sensitivity, commitment and an understanding of the values of IRC and the principles of equal opportunities.