Associate Administration Job at Room to Read

Responsibilities:

• Assist in providing all required daily administration functions within the field office.
• Assist in soliciting service providers at the field level through receiving purchase requisition, collecting/ receiving all EOI
• Maintain trusting working relationship with service suppliers, visitors, and colleagues
• Perform receptionist duties, when necessary, answer, screen, and direct calls/message, greet, register, and direct guest/visitors, receive,
• Work with Field Operations Manager in coordinating office activities and operations to secure efficiency and compliance to the organization.
• Organize and maintain office setting
• Support Field Office staff to deliver their transport request to Program Operations Director for approval.
• Provide general support to the office visitors
• Ensure timely collection of invoices and other documents from service providers and verify if in compliant then submit to the finance for payment process.
• Maintain Incoming and Outgoing invoice logbook.
• Ensure operational of the office work related requirements by conducting routines checks, identification of the non-functioning, preparing reports on repair needs for review by Field Operations Manager and for approval by Program Operations Director.
• Manage the field office warehouse including the field office stock and inventory management system including submitting the records to both the Field Operations Manager and the Country Administration Manager.
• Maintain reporting on all the books distributed delivery notes and submitting the same to the Field Operations Manager.
• Updating and maintaining office equipment inventory with support from Administration Officer/Manager
• Updating and maintaining office supplies inventory by checking stock to determine inventory level, receiving goods/services, and verifying receipts of supplies.
• Assist Field Office team to book for meeting venues, arrangement for visitor’s lunch conferences and other required services within Field Office level.
• Work with POs to arrange for transport for book distribution, material support distribution and other activities which requires transport including site survey.
• Equipment allocation and Dispatch important documents.
• Land line and internet connection services and maintenance.
• IT complaint register-wise consultant communication and response to IT related problems
• Support all donors visit requirement
• Travel to support field related activities

Qualifications:

• University degree in Administration, Procurement management or any other social science related degree.
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-tasks and prioritizing work
• Excellent written and verbal communication skills in both Swahili and English
• Strong planning skills
• Proficient in Ms Office
• At least 2 years of experience in the office administration and support work in the field setting or in a related working environment.