Administrative Assistant: Africa Region

About the Organization:

 

Medic Mobile builds mobile and web tools for health workers, helping them provide better care that reaches everyone. Operating as a unique, nonprofit technology company, we develop free and open-source tools that can be adapted for specific uses, backed by evidence. Health workers currently use Medic Mobile to register every pregnancy, immunize infants against illnesses, track disease outbreaks faster, keep stock of essential medicines, and communicate about emergencies. Medic Mobile works with implementing partners to deploy projects that leverage mHealth to impact health from the community level upwards.

 

We have an opening for the following position in our Africa Regional Office in Nairobi, and would like to invite applications from qualified candidates.

 

Administrative Assistant

This administrative support position is based in Kenya at Medic Mobile’s Nairobi office. The Administrative Assistant will work closely with the Accountant and will be reporting to the Africa’s Financial Administrator.

 

S/He has the overall responsibility of ensuring the office and administrative functions runs smoothly.

 

Ideally, you are proactive, detail oriented, good in planning, a strong written and verbal communicator, self-directed, committed to Medic Mobile’s mission, and excited to join a dynamic, growing team.

 

Key Responsibilities:

HR related functions:

  • Coordinate recruitment process and liaise recruiting consultants, set up interviews and issue relevant correspondence

  • Administer HR-related documentation, such as contracts of employment and compilation of new staff HR files

  • Organize orientation of new staff

  • Administer employee health, welfare and retirement plans, and any other programs by advising employees of eligibility; providing application information; helping with form completion; verifying submission; notifying employees of approvals

  • Manage staff leave records

  • Be the first point of contact for all HR-related queries

 

Office and facility management:

  • Coordinate various office support services, including supervising purchasing processes (office supplies,stationery, equipment) and selecting vendors

  • Update and maintain office policies and procedures

  • Oversee the maintenance of buildings, grounds, security and office equipment, including scheduling repairs, renovation projects and safety inspections

  • Direct maintenance staff, and manage contractor and vendor relationships

  • Manage and maintain equipment inventories & asset registry, filing systems & office postal mail box

 

Africa Regional Calendar management, coordinating and organizing team activities below:

  • Organize and coordinate bi-monthly staff meetings – compiling and sharing the agenda and taking minutes

  • Coordinate team events, regional retreats, global partner meetings, seminars

  • Make travel & accommodation arrangements for global staff traveling to Nairobi Office or Regional team travelling on project activities when called upon to do so

  • Maintain and manage Medic’s presentations & branding collateral, in coordination with MM Communications Team

 

Finance related functions:

  • Process payments and dispatch to suppliers

  • Assist accountant in the local purchasing process for equipment & hardware

  • Manage the office expenditure, petty cash budget and create summary reports for accounts

  • File management of all contract related to projects

  • Assist with accounting and operations duties when required

 

Qualifications:

University graduate

A minimum of 2 years’ experience working as an Administrator

Basic HR skill and knowledge

Strong computer and Internet research skills

Ability to work well with all levels of internal management and staff, as well as outside clients and vendors

Sensitivity to confidential matters

Excellent interpersonal skills

Strong attention to detail

Organized & good at juggling tasks and prioritizing

A great team player

A desire to show initiative

Excellent communication skills (writing and speaking) in English. Must be able to express thoughts and opinions clearly and concisely

Proven ability to work independently

Medic Mobile Inc.
http://medicmobile.org/
Nairobi, KE