Administrative Assistant

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Liverpool VCT, Care & Treatment (LVCT) is an established Kenyan NGO that utilizes research to inform policy reform advocacy and strengthen HIV service delivery.  We optimize our impact on the HIV/AIDS response by building capacity of partners and pay special attention to vulnerable groups and populations with special needs. LVCT’s focus is on the scale-up of quality-assured HIV counselling, testing and care services.

We seek to recruit a qualified and experienced person to fill the following position

POSITION: ADMINISTRATIVE ASSISTANT  -  ADA/LVCT/03/2013
REPORTING TO: HR & ADMIN MANAGER
LOCATION: HQ
Job Summary
To provide administrative support to programs by coordinating workflow, updating and making follow ups on delegated tasks to ensure progress to deadlines.
Key Roles and responsibilities
  • Manage communication and information flow by preparing correspondence/ reports, circulating them and following up with relevant managers and staff for feedback and updates
  • Manage divisional and managers calendars and pointing out priority areas for action
  • Manage incoming and outgoing calls
  • Manage flow of mails
  • Make all necessary arrangements for meetings and facilitating their smooth flow
  • Prepare post-meetings/workshops reports/minutes
  • Arrange for local and international travel for staff in the assigned division
  • Maintain departmental records
  • Coordinate stationary acquisition and dispensation
  • Provide the necessary operational support to staff in the assigned division e.g managing leave schedules, ensuring timesheets compliance, ensuring liquidations are done on time, ensuring staff have required work tools and equipment
  • Handle administrative detail of all programs
Requirements
  • A Bachelor’s degree in Business management/Administration, Secretarial studies or any other related course from a recognized Institution.
  • At least three (2) years’ proven experience handling administrative duties in a busy organisation
  • IT savvy
  • Excellent communication, negotiation, report writing and presentation skills
  • Versatile, results oriented and self-motivated
  • Ability to handle pressure
Interested and qualified applicants are invited to submit their cover letter and (Max. 3pgs) CV along with contacts of three referees, Salary history and expectations to recruitment@lvct.org   so as to arrive NOT later than March 22nd 2013
Note: Only short listed applicants will be contacted.

LVCT is an equal opportunity employer

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