Administration Assistant

CBM (registered as CBM Christoffel-Blindenmission Christian Blind Mission e.V.) is an international development organisation committed to improving the quality of life of persons with disabilities in the persons communities of the world. Based on our Christian values and more than 100 years of professional expertise, we address poverty as a cause and a consequence of disability. We work in partnership to create an inclusive society for all.
This position is only filled locally. With contractual conditions of the respective country. An expatriation is not intended.

       General administrative support

• Meet and assist guests at the reception in a professional and polite manner and ensure that the front office is manned at all times.
• Coordinate the distribution of outgoing and incoming mail and phone calls routed through the reception.

• Coordinating general office correspondence through operating the general office email and telephone communication, requests & enquiries and other communications systems, and processes to appropriate parties as required.
• Arrange flight bookings, taxis, for staff and visitors based on approved Terms of Reference for each trip.
• Coordinate Monday Morning general meeting sessions.
• Coordinate logistics and organization for conferences, workshops, hotel, airport transfers and other local travel arrangements, and itineraries as required with local staff and with representatives from the wider CBM community visiting the country.
• Coordinates internal and external meetings and conferences including meeting venue bookings, staff travel, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of meetings.
• Provide monthly reports on office supplies, telephone usage, stationery and kitchen groceries. 
• Receive and register office, kitchen, housekeeping and stationery supplies in an efficient and accountable manner and make procurement requests to enable uninterrupted supply to the office.
• Provide secretarial duties including but not limited to document management, drafting official documents as instructed.
•  Manage the preparation, circulation, filing and archiving of all administrative and contractual documents in conformity with CBM procedures.
• Liaise with relevant service providers for service   e.g telephone lines, taxi, water, stationery and such other providers in the area of work and for timely services.
• Comply with all safety and health procedures and requirements at CBM and, at all times ensure your own safety and health and that of other persons who may be affected by your acts or omissions at CBM. 

      Procurement and asset management 

• Receive procurement requests, confirm budget approval, send out for quotations, organize the Procurement Committee's meetings, draft the minutes of the meetings, and receive the goods timely, and in consistency with the procurement process.
• Receive procured goods as per acceptable quality, specification and quantity, and finalize all related documents as guided by CBM procurement guidelines, within agreed timelines.
• Custodian of the office store including managing stock levels for office supplies, stationery, communication merchandise provide reconciliation and raise purchase requests. 
• Ensure that the filling system of records of all stock movements are documented.
• Ensure all assets and inventories are tagged, Insured and updated in the system.
• Issuance of material including stationery, internet connection vouchers, assets and CBM branding merchandise to staff and visitors as appropriate.
• Reports any damages or loss of equipment or assets to the insurance company.
• Maintain an updated prequalified list of suppliers and contract services.

•  Bachelor's Degree in a relevant field, such as Business Administration, Human Resources Management.
• A minimum of 3 years of related work experience in a busy office is required, preferably with an international NGO.
• Well spoken, with ability to communicate clearly and concisely.
• Ability to work  under pressure and meet deadlines.
• Ability to efficiently handle a range of tasks concurrently to meet different needs.  
• Ability to integrate into a multi-cultural environment.
• Willingness to learn.
• Able to work independently, and as a member of a team.
•  Reflects CBM values in daily work.
•  Strong written and verbal proficiency in English

 

Please apply exclusively online via our applicant portal (see APPLY NOW).
A letter of motivation, CV and relevant (work) references complete your application.
Shortlisting will be on a rolling basis; only short-listed candidates will be contacted.
We look forward to receiving your application! 

Your contact person: Ms. Regina  Kagwiria , Tel.:

We would like to further promote diversity in our teams and therefore welcome applications from people of different ethnic and social backgrounds, religions and world views, different ages and genders, and especially from people with disabilities.