Administrative Assistant At Caritas Marsabit

Main Purpose of the Job

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. The role supports management and employees through a variety of tasks related to organization and communication, ensuring all administrative duties are completed accurately, with high quality, and promptly.

Key Relationships
Internal: Head of Department in the Secretariat, Bishop Secretary, Vicar General, and Bishop.
External: Other institutions of the Diocese, Parishes, and Parish Priests, Visitors, and other Stakeholders.

Duties and Responsibilities

• Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Answer and direct phone calls professionally.
• Receive, distribute, circulate, and file all documents coming into the office.
• Organize and schedule meetings and appointments.
• Distribute documents to suppliers and other agencies.
• Maintain staff and parishes’ contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Develop and maintain an administrative filing system and records.
• Order, maintain, and manage office stationery and supplies.
• Arrange flight travel for staff and visitors.
• Welcome, and direct visitors to specific offices.
• Maintain department schedules, including calendars, meetings, conferences, and teleconferences.
• Ensure confidentiality and security of office operations.
• Maintain office supplies inventory by checking stock levels.
• Secure information through proper database management and backups.
• Provide historical references by utilizing filing and retrieval systems.
• Enhance professional knowledge by attending educational workshops.
• Contribute to team efforts by accomplishing related tasks as needed.
• Ensure premises are secured before leaving and opened every morning.
• Maintain general office tidiness.
• Perform any other duties as assigned by the supervisor.

Academic and Professional Qualifications

• A Diploma in Secretarial Studies, Office Administration, Office Management, Hospitality, Front Office Management, or a related field.
• Formal training in office procedures and the use of office equipment is a must.

Relevant Experience, Skills, and Competencies

• Minimum of 2 years’ experience in a busy office, preferably in an NGO setting.
• Strong report writing and documentation skills.
• Excellent typing skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong administrative writing and reporting skills.
• Excellent scheduling and time management skills.
• Professionalism, confidentiality, and organizational skills.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize work effectively.