Administrative Assistant Vacancy

  • Full Time
  • Nairobi

Summit Recruitment

Job Description

Job Group:

General Support

No of Vacancies


Accountable to :

Human Resource & Administration Officer


Finance and Administration

Program / Project Number

IGAD – IGAD Climate Prediction and Applications Centre, Nairobi Kenya.

Location of assignment

IGAD/ICPAC Office, Nairobi

Nationalities eligible to apply

Kenya Nationals Only

Expected Start Date

1st August 2018

Duration of the Assignment

The contract is for a period of 5 years, renewable at the end of period, based on the availability of funds and satisfactory performance

Overall Purpose

Provide administrative support in a manner that ensures efficient service delivery.

Core Duties and Responsibilities

To organise events and meetings including booking venues, arranging for transport and accommodation, ensuring that documents are circulated on time etc. within the budget provided.
Liaise with the insurance supplier on renewals of all insurances and ensure appropriate coverage in a timely manner.
Manage petty cash provided for administrative functions as per the guidelines issued by Finance.
In consultation with the HR and Administration Officer, provide administrative support in the recruitment and training of junior staff.
Manage correspondence and maintain up to date records/ filing system to ensure tracking, follow up of information and facilities retrieval of documents.
Maintain and update inventory of office furniture, fittings and equipment and motor vehicles.
Regularly check the state of repair of the offices, furniture and fittings and take corrective action.
Perform the secretarial and reception duties as required.
Supervise office cleanliness, sanitary hygiene, health and safety.
Supervise the support staff (Secretary, Driver and Office Assistant) to ensure effective delivery of services.
Oversee provision of services to staff such as tea and water.
And any other duties that may be required from time to time.

iii. Minimum Qualifications and Experience

A Diploma in Business Administration or Secretarial Studies
Eight (8) years experience in administration in a busy office
Computer literacy

Key Skills and Competencies

Strong organisation and administrative skills
Supervisory skills
Petty cash management experience
Excellent computer skills
Interpersonal and relationship maintenance skills
Excellent communication skills
Fluency in English
Knowledge of French is an advantag



If you believe that you can clearly demonstrate your abilities to meet the relevant criteria for this position, then please submit your application letter, attach your CV, certificates and letters of referee NOT LATER THAN 23ND June 2018 by using this url/website.