Join Our Team as an Administration Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Join Our Team as an Administration Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Are you a detail-oriented professional seeking an exciting career opportunity? CIHEB invites you to become a crucial part of our team.

Job Details

Position: Administration Assistant

Location: Nairobi

Type: Full Time

Posted On: October 5, 2023

Company Overview

Join the Center for International Health, Education, and Biosecurity (CIHEB), where your skills will make a difference in global health. CIHEB is a leader in advancing health initiatives around the world. We are dedicated to improving health, education, and biosecurity, and we are looking for an Administration Assistant to join our team.

Job Summary

As the Administration Assistant, you’ll play a pivotal role in maintaining office systems and ensuring organizational support and effectiveness through hands-on implementation of action plans.

Primary Responsibilities

• Office Maintenance: Maintain cleanliness and tidiness of the front office, workstations, common areas, and more.
• Storage Organization: Organize storage space and compartments for staff and programs as needed.
• Meeting Room Management: Manage the booking of conference and meeting rooms, ensuring readiness before scheduled use.
• Office Supplies: Manage the office store, including issuing supplies to staff and supported sites.
• Resource Allocation: Allocate work-related tools to staff (phones, computers, desks, stationery) as needed.
• Asset Management: Keep an updated register of all fixed assets and consumables.
• Inventory Control: Monitor supplies inventory, place orders, and verify receipts.
• Inventory Standards: Implement standards and tools for inventory management, including asset registers, goods received/dispatch notes, bin cards, and goods movement forms.
• Goods Handling: Receive and label all items delivered to Ciheb-Kenya and maintain an organized goods storage system.
• Supply Documentation: Maintain delivery notes/Goods Received register for all supplies.
• Procurement Support: Advise the procurement department on item quantities in the store and prepare monthly reports on stocks.
• Office Care: Oversee office cleaning, repairs, and furniture maintenance.
• Travel Coordination: Assist with air ticket bookings and accommodation in coordination with procurement.
• Front Desk: Greet visitors, answer phones, and transfer calls to the appropriate department or staff member.

Required Qualifications

• Bachelor’s degree in business administration or a related field.
• Minimum of three (3) years of experience in similar roles.
• Excellent interpersonal and communication skills.
• Proficiency in MS Word and spreadsheet packages.
• Ability to work under pressure.

Application Process

Interested candidates should send their applications, including a cover letter and an updated CV with the names of three professional referees, to CIHEBKENYA_Recruitment@cihebkenya.org on or before October 20, 2023. Please include the title “ADMINISTRATION ASSISTANT” in the subject line.

Expert Tips To Be A Successful Applicant

1. Tailor Your Cover Letter: Customize your cover letter to highlight your relevant experience and skills. Showcase how they align with the responsibilities of the Administration Assistant role.
2. Highlight Achievements: When detailing your work experience, emphasize specific achievements that demonstrate your ability to excel in an administrative role. For example, mention how you streamlined office processes or managed a successful inventory control system.
3. Show Enthusiasm: In your cover letter, express your passion for contributing to CIHEB’s mission in global health and education. Show that you’re not just seeking a job, but a meaningful career with us.
4. Detail Your Software Skills: If you have advanced proficiency in MS Word and spreadsheet packages, be sure to mention it explicitly in your CV. This can set you apart as a tech-savvy candidate.
5. References Matter: Choose professional referees who can speak to your skills and work ethic. Ensure they are aware you’re using them as references and provide their current contact information.

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Make your application stand out by following these expert tips, and you’ll increase your chances of becoming a valuable member of our CIHEB team. Your first impression matters – seize this opportunity!