Administration Assistant/Front Office

Ref No: AA/SOK/01/2023

POSITION: Administration Assistant/Front Office

REPORTS TO: Finance & Administration Officer

LOCATION: Nairobi

CLOSING DATE: 25th January 2023

ORGANIZATION

Special Olympics Kenya is an accredited Sports program of Special Olympics Inc and Registered Sports Federation that uses inclusive programming in Unified Sports, Health, Education, Youth Leadership Programs and Community Building. Every day creating opportunities that address the injustice, isolation, intolerance, and inactivity faced by individuals with intellectual disabilities and their families while empowering people with intellectual disabilities.

OVERALL JOB SUMMARY

Under the supervision of Finance and Administration Officer; He/she will be responsible for all administrative work and keeping all office records professionally. He/she will follow up and back up all program contacts for implementation of all projects. Maintain and update membership data base and athletes roll. He/she will provide secretarial support to National Director. Manage commensurate organizational communications including social media/website. Coordinate activities and follow up on the events on the executive diary, organize all Special Olympics Kenya events including Healthy Athletes Screening, Family Health forums, healthy community and fund raising fora.

KEY PERFORMANCE AREAS

• Coordinating all correspondences i.e. telephones, emails, social media and dispatches.
• Maintaining all administrative records including diary of the executive, taking meetings, database for all athletes’ registration and membership
• Keep organizational asset inventory including athlete, partners & families’ files.
• Provide secretarial support to the National Director
• Organize special Olympics Kenya events including; fund raising cocktails, golf tournaments, Family Health Forums, Healthy Athletes Screening and Healthy communities’ activities. Sports competitions.
• Using the inclusive sports programming to bring together young people with intellectual disabilities, particularly adolescent girls and young women, and empower them to access SRH services and to address stigma and discrimination
• Programs events mobilization
• Prudent gender and social development champion.
• Ardent safeguarding and child protection advocate.
• Maintaining staff files and other organizational files
• Management and procurement of daily operational goods & services i.e. stationaries.
• Maintaining and managing an up to date database of journalists and media organizations
• Developing and implementing communications strategies and press releases and other initiatives relating to all Special Olympics Kenya Projects
• Social media and website management

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Business administration or Social Sciences or its equivalent.
• 2 years’ hands on experience in similar position especially with NGOs
• Public relations and people management skills
• Commitment to non-negotiable adherence to organizational policies to the letter
• Strong knowledge of the health and social service sector in Kenya.
• Strong interpersonal, writing, presentation, and organizational skills

SPECIFIC COMPETENCIES RELEVANT TO THIS POSITION

• Experience working with government line ministries, private sector partners, civil society, donors, and local communities;
• Diplomacy, tact, and negotiating skills;
• Supervision Skills;
• Commitment to humanitarian principles, code of conduct and action including safeguarding and child protection;
• Strategic thinking and vision.
• Models Stewardship

REQUIRED SKILLS

• Demonstrated ability to motivate and inspire teamwork among staff and volunteers.
• Ability to transfer skills and knowledge through, training, mentorship and accompaniment
• Demonstrated ability to work with persons with intellectual disabilities
• Excellent written, oral communication and digital literacy
• Excellent computer skills (Microsoft Office)
• Basic projects coordination skills
• Demonstrated ability to foster inclusive mind-set in operation approaches
• Excellent understating of GOK, and Special Olympics Kenya operating procedures