Administrative Assistant - Front office

 About Us: Water Mission is a Christian engineering nonprofit that builds safe water solutions for people in developing countries, refugee camps, and disaster areas. Since 2001, Water Mission has served more than 8 million people in 60 countries, sharing safe water and the message of God’s love. Working at Water Mission is as much a calling as it is a career, and we are searching for people with the courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Our Christian Mission.

Job Summary: Under the direction of Program Specialist, the Administrative Assistant- Front office is responsible for administrative tasks within the Country Program following established standards and procedures.

Our culture: As an employee of Water Mission Kenya, the Administrative Assistant – Front office is responsible for developing a biblical worldview culture that leads to God-honoring excellence in all their work and reinforcing the following: providing accurate data, empowering staff to have the skills and mindset needed to acknowledge mistakes or problems as opportunities to find appropriate solutions, and empowering staff to consistently work for excellence in solutions that are consistent with Water Mission’s mission, vision, values, and standards.

Duties and Responsibilities

Mission Driven

• Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.
• Engage and participate in prayer before and after team meetings.
• Lead and participate in biblically based staff devotions. 

Office Administration

• Carry out administrative and reception duties per the Program Specialist’s instructions.
• Oversee the front office reception, ensure visitors are attended to, and ensure the reception area is always manned.
• Receive incoming and outgoing calls.
• Oversee the general maintenance of offices and report repairs to the Program Specialist.
• Safe custody of material and equipment:

Oversee office materials such as stationery, cleaning, and kitchen requisitions, and monitor and control stock supply.

Staff should sign when taking or returning materials or equipment like cameras and GPS

Ensure the items are in good working condition when signed out or in.

• Ensure safe custody of keys for office, cars, post office, and organization keys.

• Distribute and control all office materials and reconcile them monthly.
• Take notes during staff and planning meetings.
• Follow up on parcel deliveries and invoice receipt.
• Managing Water Mission Kenya email account and responding to inquiries as authorized.

 Logistical Support for Water Mission Personnel

• Coordinate long and short-term assignments for Regional and International travel bookings and accommodation for Water Mission personnel.
• Arrange the most efficient travel plans with the agreed Water Mission personnel.
• Schedule with the driver plan of Water Misson personnel travels for airport pickups and drops, town runs, and upcountry trips.
• Arrange for the collection and delivery of each individual traveler and check that the drivers have carried out these tasks safely, within the agreed budget and time, in line with the agreed schedule, noting that these could sometimes be outsourced drivers.
• Follow instructions from the Program Specialist, negotiate rates, and arrange the most suitable and cost-effective accommodation for Water Mission personnel visiting Kenya.
• Reconcile accounts signed off by visitors against the final account paid to the accommodation.

Procurement Support

• Work with the Program Specialist to ensure timely renewal of the organization’s annual operating licenses.

• Collaborate with the Supply Chain department to procure and issue office-branded items, including T-shirts, business cards, and laptop bags, to staff.

• Procure airtime for the office and Country Director’s telephone lines.

• Purchase newspapers, receive and store them.

Program-related activities

Safe Water Request Forms

• Issue Safe Water Request Forms to the community and assist in completing them.
• Receive Safe Water Request Forms, from the community and check to confirm they are duly filled.
• Send the letter acknowledging the Safe Water Request Application from the community.

Ensure there is adequate stock of Water Mission flyers, brochures, and other promotional documents in liaison with the program specialist.

• Prepare funds  and stores requests related to the front desk
• Ensure project photos are uploaded to the Water Mission one drive.

 Any other duties as assigned from time to time.

Qualifications, Skills, and Experience

Relationship and Alignment:

• Personal and growing relationship with Jesus Christ.
• Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity.

Education Qualification and Experience

• Diploma in Business Administration, Office and Information Management, Social Work, and Social Administration or its equivalent
• One year’s experience in Office Administration and management.
• Basic skills with MS Office suite (Word, Excel, Outlook, and SharePoint) and familiarity with financial and accounting information systems.

Skills and Abilities

• High level of integrity in handling funds in an accountable and transparent manner.
• Good written and verbal communication skills, including articulating ideas and feedback constructively.
• Good analytical skills.
•  Good relationship and conflict resolution skills.  
• Ability to work collaboratively with a team.
• Good communication skills both in English and Swahili.
• Good documenting and reporting skills.