New job opening at Jhpiego

Business Administration jobs, Managerial jobs,

Administrative Assistant

Responsibilities

Front Office Management

  • Managing front office Making Hotel Bookings for Visiting guests and processing their invoices
  • Receiving Jhpiego Guests and Answering phone calls
  • Receiving mails and distributing them required
  • Tracking and updating the GSR/Invoice Tracker
  • Processing ALL Jhpiego invoices and raising Admin related GSRs
  • Validating parking for staff
  • Relieving Operations Assistant
  • Opening the office and ensuring its security

Asset Inventory

  • Track Inventory in the internal tracking system
  • In liaison with the Administration Manager, periodically update the inventory system
  • NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:
  • model the mission and values stated above
  • participate in the business development process
  • contribute to the knowledge sharing and transfer process
  • make responsible decisions that result in time and cost containment and clear accountability
  • participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
  • multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives

Required Qualifications

  • Required Qualifications:
  • Bachelor’s degree in Business Administration/Management with 2 years’ experience in an NGO setting
  • Or Diploma with Minimum 3 – 4 years’ relevant experience in procurement
  • Strong problem solving and excellent decision making
  • Experience with QBE
  • Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
  • Work well under pressure and prioritize to meet deadlines.
  • Ability to work independently with a high degree of reliability, accuracy, and productivity.
  • Strong oral and written communication skills; fluency in English is required.
  • Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Preferred Qualifications

  • Basic understanding of COVID-19, MCH, HIV/AIDS, RH/FP and Health related issues, with a global focus is necessary. 
  • Excellent organizational skills including the ability to multitask
  • Be of high integrity and able to maintain confidentiality.
  • Proficiency in both written and spoken English and Kiswahili.
  • Abilities/Skills: (action, i.e. negotiate, manage, exercise independent judgment, network, train, etc.)
  • A broad variety of programmatic, administrative, financial, and computer skills (including Word Access, Excel, PowerPoint, Outlook, and Access), which may need to be acquired through very quick learning.
  • Experience in team working and multi-cultural staff.
  • Excellent organizational skills.
  • Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
  • Attention to detail and accuracy in data management, analysis, and reporting
  • Strong presentation and communications skills, oral and written
  • Ability to communicate effectively, instilling trust and confidence.
  • Experience in managing teams and supervising multi-cultural staff.
  • Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization. 

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