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Swisscontact Kenya is implementing an employer-led Dual Apprenticeship Programme for the construction industry that will run from 1st April 2022 to 31st December 2025. The aim of the project is to promote socio – economic prosperity through development of a skilled workforce that meets the evolving industry demands, starting with improving skills for young plumbers and electricians.
Job details:
Job title: Administrative and Logistics Assistant
Employment duration: 1 year with possibility of renewal depending on performance.
Location: Nairobi, Kenya
Reporting: The Logistics and Administrative Assistant will work under the general guidance of Project Manager, Regional Administrator and direct supervision of Procurement and HR Officer.
Job Summary:
The Administrative and Logistics Assistant will provide administrative and logistics services, ensuring high quality, accuracy and consistency of work and support a dynamic project team in realizing the strategic plan of implementing a sustainable Dual Apprenticeship Training Program in Kenya;
Roles and Responsibilities:
The specific tasks to be undertaken by the Administrative and Logistics Assistant include:
Coordination and Logistics
- Assist in administrative and logistical arrangements for the project and general office events e.g. renting of premises, arrangement of accommodation, transportation, and providing complete financial documents on time;
- Assist in organizing competitive selection of a venue services for the conferences, workshops, and trainings upon request and according to the established procurement procedures;
- Assist in travel arrangements including liaison between travel agency for a route selection, and purchase of tickets for participants and experts according to the established travel procedures;
- Assist in maintenance of proper filing system for administrative, finance and project documentation
- Assist in organizing storage of all goods procured, maintain and update inventory list in accordance requirements
- Conduct physical stock count every end of the week;
- Scheduling, coordinating, booking meeting rooms and informing team members about meeting arrangements;
- Schedule and coordinate transport and vehicle plan with the driver;
- Support with timesheets preparations.
- Maintain office supplies inventory, including toner for office equipment (printers, photocopiers) as well as kitchen supplies.
Front Desk
- Answer and forward calls in a professional manner and check general voicemail;
- Receive visitors in a professional and friendly manner;
- Organize for visitor refreshments with the office assistant
- Ability to give general project information to visitors and callers upon enquiry
Essential Functions and Responsibilities
The Administrative and Logistics Assistant serves as a representative of Swisscontact, displaying courtesy, tact, consideration, and discretion in all interactions with all internal and external stakeholder in all environments. As required by the position, S/he also maintains confidentiality on all matters.
Knowledge, Skills, and Experience:
1. Development and Operational Effectiveness
- Ability to perform a variety of specialized activities related to administration and logistics including monitoring office tools.
- General IT working skills
- Ability to provide input to business processes.
2. Leadership and Self-Management
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and with good humour even under pressure
- Demonstrates openness to change
- Responds positively to feedback and differing points of view
Required Skills and Experience
Bachelor’s degree in Business Administration or equivalent disciplines.
At least 2 years of proven experience in administration and logistics;
Proficiency in written and spoken English language.
o Ability to use information and communication technologies as a tool and resource;
o Ability to work in a team, under pressure and uphold ethics and honesty
