Job Description

Project Description

The Kenya Primary Literacy Program (KPLP) is a five-year USAID-funded initiative that supports the Kenyan Ministry of Education to deliver interventions at scale as well as pilot and expand innovations that address the language and literacy needs of primary grade learners while building more inclusive, accountable, and resilient education institutions and systems.

KPLP has three broad objectives:

• Improving education services and student learning outcomes, including for vulnerable populations;
• Strengthening education institutions and systems to become more accountable, self-sustaining, and resilient; and
• Empowering local youth organizations to strengthen and sustain community and family support for student learning and wellbeing.

Position Description

The Administrative Assistant in the Mombasa regional office will be responsible for a variety of administrative and clerical tasks to support project operations. Key duties include but are not limited to composing and preparing correspondence, handling mail and parcel deliveries, scheduling and coordinating appointments, and maintaining organized filing systems. The Administrative Assistant will also support project logistics, maintain records, and ensure seamless communication within cross-functional teams. The position requires a proactive approach and reports to the Regional Education Advisor in the Mombasa regional office.

The Administrative Assistant’s responsibilities will include, but are not limited to:

• Providing general administrative and clerical support to project operations.
• Managing petty cash.
• Verifying goods received and preparing Goods Received Notes.
• Monthly updating of the contact list and organizational chart.
• Maintaining record of office supplies utilization by creating and filling accurate stock cards for each item.
• Producing weekly office supplies utilization report.
• Photocopying and scanning documents as necessary. Assisting Accountants in the scanning of accounting/finance documentation.
• Maintaining up to date tracking and filing system of relevant correspondence, incoming and outgoing.
• Receiving and attending to, in a professional manner, all office visitors.
• Managing the official notice board and display of official communications and promotional information in an attractive manner.
• Maintaining the boardroom calendar.
• Managing the stock of office supplies and ensuring delivery to staff using the appropriate forms or documents.
• Making logistical arrangements for meetings and events (meals, conference room bookings, supplies etc.).
• Coordinate staff logistics and travel plans, ensuring that staff is supported on their movement while on duty.
• Promptly inform the IT team of any technical concerns.
• In collaboration with the Safety and Security Manager, provides administrative support for the security function i.e., maintenance of access cards and keys, monitoring of alarm systems, maintenance of security documents among others.
• Providing other ad-hoc administrative tasks when required
• Coordinate shipment of documents within the region and to the national office
• Provide Administration support during workshops
• Other tasks and duties relevant to the position as assigned by the Supervisor.

Qualifications

The candidate for the position of Administrative Assistant shall have at a minimum the following qualifications:

Education:

Secondary Education and 3 years of experience required.

Skills and Experience:

• Minimum 3 years of experience in a similar position.
• Excellent English skills (oral and written).
• Ability to demonstrate highest degree of confidentiality.
• Strong organizational and interpersonal skills and ability to work in a team-oriented setting.
• Working knowledge of standard office equipment, fax, scanner, and photocopier.
• Demonstrated experience using Microsoft Office Suite applications including Excel, Word, and Power Point preferred. Computer literacy is required.
• Must be able to work within a cross cultural setting, negotiate diplomatically, and function well under pressure.

Language:

Fluency in oral and written English is required. Proficiency in Kiswahili is preferred.

Other:

Applicants must be Kenyan nationals or hold current work authorization.