Administrative Assistant at Flexi-Personnel

Duties and key responsibilities:

• Organize virtual and in-person meetings or sessions as instructed by the Advisor.
• Support in data and information collection requested by the Advisor and other consultants hired for the Initiative.
• Support interpretation and translation in the meetings, seminars, workshops, and documentation when requested.
• Support all necessary documentation and arrangements for implementing training programs and pilot activities including email correspondence, prepare minutes of meetings/interviews, memorandum, reports, PowerPoint presentation materials etc.
• Provide assistance for procurement in accordance with JICA’s accounting regulations.
• Keep daily accounting record in soft copy and file supporting documents (quotation, invoice, receipt, etc.) in order.
• Support the Advisor to prepare financial report to be submitted to JICA office.
• Manage equipment and asset procured by the Initiative to be in good order.
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• Make travel arrangements, such as booking flights, cars, hotel, and restaurant reservations.
• Supervise other internal staffs including cleaners and drivers hired by the advisor.
• Perform all other duties accorded when requested by the Advisor for the success of the Initiative.

Desirable Skills and Qualifications:

• Secondary Education or higher degree (Bachelor’s Degree is an added advantage).
• Proficient computer skills including Microsoft Office applications (Word, Excel, and PowerPoint) and online communication tools such as Zoom.
• At least three (3) years of work experience in coordination and providing administrative support.
• Warm personality with strong verbal and written communication skills.
• Proficiency in English and Swahili (speaking, writing, and reading).
• Punctuality with time.