AIM AIR Maintenance Operations Administrative Assistant

Africa Inland Mission International, a non-profit organization, is seeking motivated, servant hearted, devote follower of Jesus Christ interested in meeting the logistical needs of the mission community in East and Central Africa. The primary purpose for the existence of the organization is to facilitate the spread of the gospel of Jesus Christ. Candidates will soon realize that their positive contributions to the work of the organization will have a significant impact on this purpose.

Department: AIM AIR

Nature of Work: Administrative

Reports to: AIM AIR Director of Maintenance

Job Location: Wilson Airport, Nairobi, KE

Supervises: None

Job Purpose/Objective Provide administrative support by assisting the AIM AIR Director of Maintenance (DOM) and Base Maintenance Manager (BMM) with administrative duties.

KEY RESULT AREAS (Highlighted in bold) NB – Under each key result area the duty is indicated

1. Assist with Communication

 Prepare official communication with government entities and outside organizations

 Assist in communication within the department

 Assist in communication with other ABS Departments and other AIM Regions

 Facilitate team meetings:  set up meetings, virtual, hybrid and otherwise.

 Assist with communication with Great Commission Properties (GCP)

2. Assist with Financial Matters

 Work orders o Properly allocate charges and funds in all work orders.

o Assist with billing outside customers and finalizing invoices.

 Data o Assist in gathering and analyzing data for budgets and financial planning - short and long term.

o Maintain AIM AIR Maintenance Reserves spreadsheet

 Office expenses

o Track office expenses,

o Maintain petty cash (up to 30,000/ksh)

o Approve purchases for office expenses, lunch, tea time,

o Plan computer upgrades for AIM AIR Maintenance

 Inventory

o Assist in inventory valuation and reconciliation.

o Assist in data entry and verification during inventory

 Payments o Assist in invoice payment process for AIM AIR Maintenance

3. Assist with Administrative Matters

 Assist in departmental lead administrative duties.

Assist in scheduling for both DOM and BMM.

o Screen phone calls and email communication for DOM and BMM.

 Back up critical functions in the Maintenance Department:

o Trend data submissions including engine parameters,

o Updating aircraft times

o Updating maintenance reminders

o Other Technical Record tasks as required

 Assist in work order admin tasks including:

o Timely completion of work order reviews

o Administration section

o Parts allocation

o Verifying completeness o Any other task assigned

 Assist with tracking and scheduling of performance appraisals and reviews in coordinator with HR Department.

 Assist with tracking, scheduling and updating leaves including updating man-hour plan

4. Any other Duty assigned by the supervisor Required Qualifications/Experience & Communication Demands Qualification  (NB - Training to add value to the position)

Essential

 Diploma  in Business Administration

Training in Accounting, CPA1

 Excellent Microsoft Office knowledge (Especially Microsoft Word, but also Outlook Calendar, Excel, and Planner). Able to learn Office 365.

 Valid Certificate of Good Conduct

 Familiarity with office technology (including mobile devices and apps, outlook calendars, and printer / copiers).

Preferred/Desired

• Degree in Business Administration
• Project management experience
• Experience hosting zoom / team meetings.
• Training in Finance Data Maintenance, CPA2  Experience Essential

 Minimum of two years’ experience as a Personal Assistant, Executive, or Administrative Assistant.

 Minimum of one year experience in finance and accounting

Preferred/Desired

 Two years of Project management or customer service experience

 Two or more years of experience in finance and accounting

 Experience in government and client relationship

 Experience in aviation setting  Communication demands

 Excellent verbal communication skills in both English and Kiswahili

 Excellent written communication skills in English

 Able to courteously communicate difficult information

 Provide effective and timely updates to the DOM and BMM

Required Skills/Attributes & Competencies:

 God-fearing, trustworthy.

 Attentive to confidentiality and need for discretion.

 Creativity in solving problems.

 Well organized and able to organize projects for teams.

 Servant Hearted.

 Able to take initiative appropriately.

 Attentive to detail.

 Excellent Time Management skills.

 Strong interpersonal skills  Team player  Flexible and able to adapt to current situations

How to Apply: Candidates who meet the above qualifications are welcome to apply through this link https://tinyurl.com/mvwscuvs Please note that no other method of application will be acknowledged other than the online application Form.