10 Nov 2021

Administrative Assistant at Qatar Charity

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Job Description

Organization Background

Qatar Charity is a leading Gulf-origin non- governmental organization dedicated to carrying out humanitarian and development programs to fight global poverty by working in partnership with vulnerable communities regardless of faith, race, gender or political beliefs.

Qatar Charity Kenya office is willing to recruit an administrative assistant

Administrative assistant

Job description?

The administrative assistant acts as a point of contact between the country director and the employees, and is responsible for receiving correspondence, directing phone calls, processing requests and inquiries appropriately, providing services for initial support, as well as organizing and scheduling administrative tasks. The administrative assistant is also in charge of organizing office archives for easy accessibility, in addition to following up on the agenda of the country director.

Administrative Assistant Job Duties

  • Organize and maintain office files properly.
  • Receiving mail and distributing it to the concerned authorities in the office.
  • Follow up with the country director’s agenda and organize meetings.
  • Supervising the work of the receptionist and correspondent.
  • Follow up the implementation of the various administrative decisions issued from the country director’s office.
  • Preparing for periodic management meetings such as follow-up reports on the work of the various departments in the office, preparing and disseminating the minutes of the meetings.
  • Follow up the various office units to respond to the incoming mail on time.
  • Processing, preparing and printing the official letters for the country director.
  • Monitoring the circulars and directives of all kinds issued by the country director’s office and heads of departments, and archiving them on a regular basis.
  • Organizing the office’s archive for easy access and facilitate access to it by the authorized parties.
  • Receive and respond to incoming phone calls and messages and forwarding them to the concern office.
  • Receiving the auditors, providing them with the required information, and directing them to the concerned departments and authorities.
  • Make travel arrangements and complete booking procedures.
  • Preparing periodic and non-periodic reports, presentations and summaries.
  • Follow-up with the petty cash needs of the office and stationery.
  • Translation of documents and papers in Arabic and English.
  • Doing everything the office country director asks of him or her to do, within the limits of his or her knowledge and capabilities.

 

Skills Required for the Post of Administrative Assistant

  • Fluency in Arabic and English (writing, reading and translating in both languages).
  • Knowledge of office management systems and administrative procedures.
  • Proficiency in communicating with different personalities.
  • Ability to prepare periodic reports.
  • Proficiency in management skills, time management and arranging tasks.
  • Follow up and monitor the needs of office tools and supplies.
  • Flexibility and ability to prioritize work.
  • Experience in dealing with computers (proficiency in Microsoft Office programs with the ability to learn new programs and systems).

Academic qualifications and experience required

  • Obtaining a bachelor’s degree in related fields.
  • Experience of not less than three years in the field of administrative assistant, provided that he has spent at least two years working in non-governmental organizations.


Method of Application

Please send your updated CV with Cover letter to the following email address

[email protected]  on or before 20th November 2021

Only Shortlisted candidates will be contacted for interview





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