Job Description Ref no:

/ Role Profile
Job Title / Administration Assistant
Directorate or Region / Kenya / Department/Country / Business Support Services Kenya
Location of post / Nairobi / Pay Band / Pay band Ka
Reports to / HR Manager / Duration of job / Indefinite
Purpose of job:
Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization
Context and environment:
The British Council is the United Kingdom’s international non-profit organization for cultural relations and educational opportunities. For over 75 years, we have created international opportunities and trust between people of the UK and other countries worldwide through our work in the Arts, English, Education and Society. We call this Cultural Relations. We have offices in over 100 countries, and 250 cities. We have been in Kenya since 1947.
The aim of this Business Support Services team is to provide excellent customer service support to staff and ensure strategic management in the areas of Finance, Administration, Human Resources and IT. This key role will support the Facilities and Administration Manager as well as providing vital support and guidance to operational team members. He/she will contribute to the overall support strategy as well as ongoing development of British Council Kenya as a high-performing country and regional operation.
The post holder will contribute to the development and implementation of a shared vision for the British Council for Kenya. In the context of British Council’s vision, purpose and outcomes to recognise, understand and uphold the British Council’s corporate values: People, Integrity, Mutuality, Creativity and Professionalism and Behaviours: Connecting with others, Working together, Being Accountable, Making it happen, Shaping the future and Creating shared purpose.
S/he will model the values and principles of a collaborative, integrated and mutually supportive team, which is committed to British Council equal opportunity and diversity policy.
Accountabilities, responsibilities and main duties:
·  Provide assistance in moving items from the office to venues or to the basements,
·  Ordering office supplies/equipment, day to day operations,
·  Filing and scanning of vendor invoices to the payment hub
·  supporting business units with their procurement needs
·  General clerical duties including photocopying, fax and mailing
·  maintain electronic and hard copy filing system
·  Retrieve documents from filing system
·  Maintain office supply inventories
• Create and track purchase orders.
• Maintain records of orders and inventory and follows up with vendors
• Assist in delivery of protocol documents to Ministry of foreign Affairs
·  To support Resources Assistant to monitor the different stocks held for the office (stock of stationery and other furniture and furnishings).
·  Maintain, update and manage inventory Asset register for all BC properties in liaison with other teams.
·  Assist in submission and recording of VAT exemption certificates.
·  Assist the travel, protocol and logistics officer in other protocol and logistics responsibilities required to support UK Appointed staff.
Key relationships:
Internal
·  All operational teams
·  Head of Business Support Services,
·  Procurement Manager
·  Facilities and Administration team.
·  HR Manager
External
·  Govt of Kenya Ministry of Foreign Affairs
·  Govt of Kenya Ministry of Immigration
·  Kenya Revenue Authority
·  British High Commission
·  Approved suppliers including clearing and forwarding firms and travel agencies
Other important features or requirements of the job
(e.g. travel, unsocial/evening hours, restrictions on employment etc)
Please specify any passport/visa and/or nationality requirement. / None
Please indicate if any security or legal checks are required
for this role. / CRB check required. Police check required and references sought.

Person Specification

Essential / Desirable / Assessment stage
Behaviours / Being accountable (essential)
Delivering my best work in order to meet my commitments.
Making it happen: (essential)
Delivering clear results for the British Council.
Working together: (more demanding)
Ensuring that others benefit as well as me
Creating shared purpose: (essential)
Communicating an engaging picture of how we can work together. / Interview
Connecting with others: (essential)
Making regular opportunities to understand others better.
Shaping the future:(essential)
Looking for ways in which we can do things better. / Required for the role but not used in the selection criteria.
Skills and Knowledge / Communication skills (Level 2)
Computer Skills Level 1 : Using Outlook, Word and Excel Power Point
Excellent organizational skills
Strong interpersonal skills
Ability to work under pressure and multi task
Ability to come up with creative solutions / Short listing and interview
Experience / •Knowledge of clerical and administrative procedures and systems such as filing and record keeping
•Knowledge of principles and practices of basic office management / Short listing and interview
Qualifications / Relevant post-secondary school qualification / Short listing and interview
Submitted by / Samwel Kandie / Date / 31/08/15