Admin Officer

Job Description: Admin Officer

Duty Station: Mwingi

Duration: 1 year

Start Date: Immediate

Deadline: July 27^th 2012

No of Positions: 1

Salary (  Gross 40,000 KSH)

Background

Mercy-USA for Aid and Development is an international non profit making organisation that is dedicated to alleviating human suffering and supporting individuals and their communities in their efforts to become more self-sufficient. Incorporated in the State of Michigan in 1988, Mercy-USA's projects focus on improving health, nutrition and access to safe water, as well as promoting economic and educational growth around the world.

Specific Responsibilities

·         Be responsible for incoming and outgoing telephone calls and emails  and overall running of the reception operation

·         Handle office expenses and petty cash of Mwingioffice under the approval of the Technical Manager

·         Perform all finance related duties for the Mwingi office, ie. Cash request, Cash books, Payment etc. as instructed by Technical Managers , Program Officers and Regional Finance Office

·         Manage office equipment and infrastructure to ensure a well-running office

·         Make logistic arrangement including flights reservations, hotel and vehicle arrangement for project staffs, visitors/partners, donors, consultants, volunteers and interns

·         Conduct procurement of stationery for staff and meetings/workshops and assets of the office

·          Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations

·          Carry out other duties such as translation works( where necessary), take minutes of office meetings as requested by the supervisor

·          Update the filling system and manage filing the office documents for both hard and electronic copies.

·         Monitor and record employee time sheets and  leave requests and keep employee staff files, up to date. Ie Supporting procedures relating to personnel or staffing issues and files

·         Responsible for the procurement of supplies; maintenance of inventory records, waybills, vehicle management and movement; including supervision of staff performing these functions ie drivers, guards etc.

·         Represents the MUSA in planning, coordinating and/or participating in meetings, seminars, workshops, conferences, and in-service or related activities in the Technical Manager’s absence.

·          Other related assignments.

Qualifications:

·         University degree in Business administration  or Higher Diploma in Business administration and /or other relevant disciplines

·          Fluency in English and  Kiswahili essential (both oral and written), fluency  in Local Language( Kikamba) will be a plus

·         Being a native of the county and/or familiarity with the local language of operation will be and added advantage

·         At least 2 year experience working in an administrative role for an international organization

·          Skillful in interpersonal, time management, communication, and problem solving skills

·          Very good computer skills on internet, MS office

·         Experience in team working

·         Ability to work fast, anticipate and counter issues and avoid conflicts.

·         Ability to create clear project plans and execute to schedule.

·         Dependable and accountable, takes initiative, keeps commitments and takes responsibility.

·         Able to work under pressure and deadline

·         Be willing to occasionally travel for work, as required.

·         Salary  is 40,000-( Gross )

Application procedures

Interested candidates should submit their application material to Mercy USA Human Resource Department: wnjiru@mercyusa.org.   Applications shall be reviewed as received , Deadline for submission by close of business  July 27^th 2012.

This should include:

1.  Subject should   be  Application for Mwingi Admin Officer.  The email should only include Cover letter clearly summarizing your experience as it pertains to this job, who we may contact and Curriculum Vitae with three professional references (as one document).. Please do not include  copies of certificates .