Administration Assistant Volunteer at HIAS Refugee Trust of Kenya

Ref No: HRTK/V-AA/8/2018

Duration: 6 Months

Reporting to: Logistics and Administration Manager

Vacancy Description: 

HIAS seeks to recruit an administration assistant volunteer who   will be required to proactively be involved in providing comprehensive administration, HR Support, logistical and procurement support to the HIAS field and office teams  and be an active and participatory member of the HIAS team.

Main Duties and Responsibilities

• Managing the HIAS Mimosa  Location’s front office including responding to all official enquiries, making formal appointment and coordinating programs diary; planning meetings and taking minutes.
• Handling administrative requests and queries from senior managers.
• Assist in maintaining an efficient office filing system and management of general office correspondences;
• Assisting in management of the staff welfare kitchen and supplies.
• Assist in offering logistical support for official travel
• Coordination and management of staff meetings; trainings. Including booking of venues and travel arrangements as required.
• Assist in making reservations for staff working in the field as well as guests/staff visiting the field office for missions.
• Providing support in dispatch and receiving of parcels to and from the field location.
• Support the Human Resource Specialist through leave management, and any other request as advised from time to time.
• Assist in maintaining an assets management system.
• Any other duty as may be assigned by the Supervisor from time to time

Qualifications for the Administration Assistant Volunteer Job

• Diploma in Business Management, Business Administration, Human Resource or any other closely related field.
• Minimum relevant experience required
• Minimum of 1 years’ experience in providing front office and office administration support preferably with an INGO.
• Excellent knowledge of basic computer applications (Particularly MS Word, MS Excel, MS PowerPoint), and use of the internet.
• Excellent oral and written English.
• Excellent communication and interpersonal skills.
• Ability to work under pressure in a busy environment
• Ability to manage multiple priorities and meet required deadlines.
• Ability to resolve conflicts arising in the work environment.
• Ability to work with minimum supervision.

Preferred Skills & Competences

• Good levels of numeracy.
• Knowledge and exposure to the social and cultural values of the region concerned.
• Good communication skills as well as Proficiency in local language(s).
• Proven commitment to and understanding of HIAS’ vision, mission and core values.