Office Administrator/Assistant Position
The Health & Economics Finance Development Consortiums (trading as HEFDC Group) is a multi-disciplinary, professional consulting and management organization with its African Hub headquarter in Nairobi Kenya. With over 35 years in research and consulting, the HEFDC Group, is one of the largest indigenous professional services providers in health sector and social development in Africa. HEFDC is a regional management, research and development consultancy adding value to our public and private clients’ objectives and targets.
Roles & Responsibilities of an Office Administrator/Assistant Position
1. Schedule and organize complex activities such as meetings and department activities for all members of the Senior Management Team.
2. Organize and prioritize large volumes of information and call.
3. Take messages and answer all routine and non-routine questions.
4. Personal Assistant to HEFDC Partners; including management of their daily schedules.
5. Handle confidential and non-routine information.
6. Work independently and within a team on special and non-reoccurring and ongoing projects.
7. Act as a project assistant for special projects, at the request of a Partner/and or Director, which may include: planning and coordinating, disseminating information, and organizing business unit events, follow up on submission of deliverables by consultants, formatting and finalization of documents as per the company branding.
8. Prepare and design general correspondences, memos, charts, tables, graphs, etc.
9. Schedule and coordinate meetings, appointments and travel arrangements for managers
10. Sort and distribute mail.
11. Maintain office supplies for departments.
12. Maintain a clean, organized and enjoyable working environment.
13. Handle internal or external communication or management systems.
14. Manage clerical or other administrative staff.
15. Maintain company branding
16. Conduct simple finance accounting duties as directed by the Finance Officer.
17. Act as Bank Agent for HEFDC Group
Requirements of an Office Administrator/Assistant Position
The position requires knowledge and experience in making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems, as a bank agent for the organization, maintaining good relationships and record keeping. You will demonstrate excellent oral and written communication skills and you are required to organize your work using tools, like MS Excel, Microsoft Organizer, Microsoft Office/Google Calendar etc.
Your position will require:
1. High level interpersonal skills to handle sensitive and confidential situations.
2. Continual demonstration of poise, tact and diplomacy.
3. Ability to interact and communicate with individuals at all levels of the organization.
4. Knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint, etc).
5. Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Qualifications
• Should hold a Bachelor’s degree in a relevant field. Additional trainings in Office Administration, accounting and book-keeping; and information technology are an added advantage.
• Should have 5-7 years’ experience in an Office Administrator/Assistant position in NGOs or Consulting Firms
• Should have experience in basic accounting, organizing events/meetings; experience of Microsoft office packages (Word, Excel, Access etc.); excellent communication; experience in basic accounting and book keeping.
Application Process
If this is a job that suits you and you are interested, send your CV and Cover Letter with a summary note of your skills and experience including telephone contact to the following address: info@hefdcgroup.org. Deadline should be received before 31st August 2023.
