Job Purpose

Under the supervision of the Administration Officer, the incumbent is responsible for providing support to the Africa Regional Office on various administrative issues to ensure efficient and effective running of the Regional Office in day-to-day operations. 

Job Duties and Responsibilities

Travel and Accommodation arrangements

• Reservation of short term accommodation for staff and visitors in hotels and serviced apartments
• Coordinate with the travel agent and IFRC drivers for airport transfers for staff and visitors.
• Arrange for daily staff pick up and drop off to and from town in the morning and evening

Onboarding new staff/visitors

• Share welcome pack with new staff and visitors prior to their travel.
• Issue visitors badge to visiting staff and other external clients visiting the
• Timely update of visitor’s tracker

Invoice Processing

• Timely processing of utility bills for the office and delegates
• Timely processing of travel agency (flight tickets) invoices
• Timely processing of communication invoices-Safaricom, Airtel and Telkom
• Timely processing of courier invoices
• Timely processing of hotel invoices
• Request for monthly account statements from suppliers

Workshops, meetings and conferences

• Support Programmes in coordination of workshops, meetings and conferences. Assist with procurement of workshop venues with the support of the logistics unit.
• Facilitate snacks and teas for internal workshops and meetings. Assist in arranging meeting rooms.

Job Duties and Responsibilities (continued)

Supervision

• Daily monitoring of outsourced service providers-catering and cleaning company to ensure they provide high quality services.
• Monitor drinking water and request for refill from the company. Arrange for servicing of water dispensers.

Front Office management

• Provide customer services and respond to any enquiries at the reception area.
• Facilitate and maintain a clean and organised reception area.
• Welcome and direct visitors to the right offices and staff to be visited.
• Update and share staff contact list on a monthly basis.
• Coordinate with concerned offices and staff in receipt and dispatch of mails and parcels. Stationery
• Monitor stationary inventory and coordinate with the procurement Officer for replenishments.
• Issue stationery to staff and maintain an accurate record on the same.
• Share stationary logs/ reports on a quarterly basis (with the admin officer) for reviews.

Filing

• Maintain proper filing records for Administration documents relating to admin assistant roles and responsibilities.
• File all important administration documents and correspondences are saved and stored on shared point.

Duties applicable to all staff

• Work actively towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

• Enrolment in or Completion of a University Degree in Business Administration or related studies. Required.

Experience

• 0- 1 year in administrative support experience. Required.
• Experience in managing data, filing, basic financial and budgetary information. Preferred.
• Experience working with office procedures and systems. Preferred.

Knowledge, Skills and Languages

• Computer Literate. Required.
• Ability to work comfortably under stress and manage multiple priorities in a fluid environment. Required.
• Flexibility. Required.
• Accuracy and fine attention to detail. Required.
• Organised and self-starter in work prioritising. Required.
• Tact and diplomacy. Required.
• Excellent customer service. Required.
• Fluently spoken and written English. Required.

Competencies, Values and Comments

• Core Competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.
• Values: Respect for diversity; Integrity; Professionalism; Accountability.

Intern, Administration

Vacancy No. : S07145

Contract Type : Intern

Application Deadline : 16-Aug-2024

Job Posted on : 02-Aug-2024

Country : KENYA

Duty Station : Nairobi

Duty Station Status : N/A

Duration : 6 Months

Accompanied Status : N/A

Grade : Internship, Not Applicable

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