Administrative Assistant Intern 287 views0 applications

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff include experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries. Currently, we are seeking for Administrative Assistant Intern for USAID USAID Tulonge Afya project.

Generally, the purpose of FHI360’s Internship Program is to provide an opportunity to contribute to FHI360’s mission and scope of work.  The program provides practical learning experience through work. Therefore, this internship will provide learning and working experience in the area of Administration management.  As a result of this internship, the Intern will improve their knowledge and skills related to   planning, implementation/execution of administrative, logistical and operations support.

Main Tasks:

a) Managing the front desk/reception operations including:

• Providing general support to visitors- i.e. greeting and courteously attending to them and assisting with their inquiries.
• Coordinating with the visitor’s host to meet the guest at the reception/or direct them to appropriate offices.
• Receiving and responding to internal and external queries at the reception
• Keeping records of staff and visitors coming in and out of the office.
• Answering telephone calls and transferring them to appropriate extensions; making official telephone calls as requested; and taking official messages and passing them accordingly.
• Reporting and follow up on faulty lines
• Handling incoming and outgoing mails and parcels
• Preparing and maintaining record of all correspondence/log of dispatches
• Maintaining the appearance of the lobby/reception area- ensuring it is kept clean, tidy and professional looking at all time
• Responsible for front office security

b) Country office meetings and venue bookings management, entailing:

• Organizing and scheduling office meetings and venue bookings (internal/external); and preparing all required equipment
• Maintaining schedule of the meeting rooms to ensure smooth coordination and avoiding disruptions.
• Ensuring conference rooms are clean and tidy all the time, hence checking before/after meetings; also, are with clean water, cups/glasses, tea and coffee.
• Receive and direct all visitors in appropriate conference rooms.

c) General Office Support Services that may include:

• Ensuring availability of drinking water for staff and visitors
• Monitoring all time cleanliness of the office
• Arranging transport for out of office appointments
• Arranging travel and hotel bookings for staff and FHI360 visitors as instructed
• Providing support with document preparation such as typing, photocopying, scanning and faxing as requested
• Report on anything that may require repairs
• Other duties as may be assigned by Supervisor

Requirements:

• Minimum of a Bachelor’s degree or Advanced Diploma in Business Administration, Procurement and Logistics Management or Customer Service.
• Fluent in English and Kiswahili languages.
• Excellent computer skills using Microsoft Office-Word and Excel.
• Proactive and a problem solver.
• Flexibility and ability to work with strict deadlines.
• Telephone operation skills is an advantage;
• Good interpersonal skills; Communicates clearly and effectively.
• Well-organized, detail-oriented and able to work independently with minimal supervision.
• Timely and accurate in executing duties.
• Good team player.
• Able to work well in team environment/multicultural work environment.
• Polite; Relates to people in a friendly, open and accepting manner.
• Experience organizing meetings and/or workshops is an advantage.

How to Apply:

Interested candidates should applying on and upload their Curriculum Vitae/Resume, and Names and Addresses of three (3) referees. FHI 360 is an Equal Opportunity Employer. Closing Date October 24, 2019

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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