Administration Assistant at Concern Worldwide

Job Summary:

The job holder will undertake administrative duties and responsibilities that enable efficient and effective running of support operations in Marsabit office.

Main Duties and Responsibilities

• Welcome office visitors and directing them to the relevant person or office
• Liaise with Nairobi HR organizing pre-employment medical examinations for locally recruited staff etc. as and when required.
• Update CVs database.
• Dispatch and ensure receipt of all HR staff documents while maintaining relevant records.
• Assist consolidation of Marsabit PDRs for submission to HR in Nairobi.
• Collate leave plans, facilitate leave applications, work with Nairobi HR.
• Scan finance documents before dispatching originals to Nairobi.
• Liaise with Nairobi Admin on flight and staff movement especially for high profile Concern and donor visits
• Manage housekeeping services - garbage collection, pest and rodent control, office cleaning to ensure a clean, healthy, safe and professional working environment.
• Supervise, coach and mentor direct reports - Office Cleaner in the effective and efficient delivery of their responsibilities.
• Liaise with Logistics Officer and field staff to ensure adequate and timely procurement of office supplies for field offices.
• Manage office admin store for office supplies and stationery
• Liaise with Administration in Nairobi in the management of Marsabit lease renewals and rent payments
• Update and maintain list of office inventories
• Assist in compilation and consolidation of Marsabit staff time sheets and sharing the same with Nairobi finance on monthly basis
• Take minutes of the meetings - monthly staff meeting, Sector leads, Security Focal Group
• Ensure strict guardianship and security of information and documents, including proper filing, secure storage and limiting access to only authorized personnel.

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measures to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• Diploma in HR or Administration
• A minimum of two (2) years’ experience in a similar position. Experience in a CBO or NGO is preferred.
• Knowledge of and competency in common HR and administration processes and procedures, coupled with strong office management.
• Proficiency in the use of MS Office (Spreadsheets, Word, Access and Power Point)
• Excellent communication, interpersonal, planning, reporting and organization skills
• Fluency in both spoken and written English and Kiswahili. Fluency in local languages is essential.

Preference will be given to candidates who have:

• High integrity and demonstrated ability to follow standards and policies
• Commitment to humanitarian principles and values
• Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies

Competencies required:

• Communicating and working with others
• Managing yourself

Contract Details: Fixed Term , Twelve (12) Months Contract, renewal subject to availability of funds