Purpose: The Administrative Assistant provides support to Regional Office (EWCARO) team by receiving all in-coming calls and re-directing them appropriately, directing visitors, ordering/receiving supplies from vendors and ensuring free flow of communication between staff and external parties.

• Manage the front office i.e. guide visitors and refer visitors to the relevant ARDC staff, professionally, recognising that the reception is the first point of contact between visitors and HelpAge.
• Manage the Switchboard by making, answering and directing calls to the appropriate recipients.
• Receive and re-direct all mails to relevant staff after opening and stamping them with official stamp and date
• Assist with making appointments with partners, suppliers and other third parties on behalf of staff
• Help in procuring and receiving goods and sign delivery notes on behalf of ARDC.
• Monitor all telephone lines, report problems to the appropriate service provider to ensure problems are resolved in the shortest possible time.
• Forward a consolidated telephone report to all staff every month for the purpose of billing and recovering personal calls.
• Maintain an updated internal and external telephone directory.

• Sourcing for hotel accommodation, flights and goods quotations ensuring value for money.
• Send suppliers invitation to bids, receive and analyse bids and process procurement documentation.
• Update procurement order status reports.
• Make travel arrangements for Regional/Kenya staff and Consultants, including international flights and flights to the field.
• Coordination of workshops/conferences. 
• Ensure participants are well informed of travel arrangements, visa requirements, security, picking and dropping.
• Keep a record for all Regional/Kenya staff and workshop participants to and out of Kenya.

• Attend and takes minutes of meetings.
• Maintenance and booking of Board-room and errands book and communicate to the logistics team
• Any others duties that may be assigned by line manager

• Good working knowledge of computer packages including word processing, and database packages.
• Ability to work independently and make good decisions with minimum supervision.
• Good PR, tactful, courteous and accommodating
• Excellent command of English and Kiswahili both written and oral
• Must be a good team player and sensitive to Diversity

• At least 3 years working experience in an administrative position

• Strong interpersonal and communication skills.
• Good planning, negotiation and organization skills
• Good organizational and time management skills and ability to prioritize tasks.

• ‘O’ level Education
• Diploma in business management or related field

• Previous experience in a NGO setting
• Culturally sensitive, good public relations and flexible