Administration Assistant at International Justice Mission (IJM)

The Need

• IJM is seeking a highly organized and detailed administration professional to fill the positions of Administration Assistant for its offices in Nairobi and Mombasa, one for each office. The successful candidates will coordinate all staff office events, make travel and accommodation arrangements, ensuring the office is well kempt, serviced and supplied, among other duties.

Duties & Responsibilities

• Supporting the office in major procurement by follow through the procurement processes in accordance with the office finance regulations, rules and procurement procedures;
• Procurement and management of office stationeries and supplies ensuring prudence and good stewardship;
• Planning and executing regular and emerging office events;
• Overseeing the use of IJM Kenya’s common rooms (e.g. conference and small meeting rooms) and common equipment (e.g. projector, speakers, cameras, VOIP etc) and assure they are tenable and good functioning condition;
• Coordinating the office administrative errands;
• Coordinating and assisting in the logistics relating to local and international travel documentation such as visa, passports, accommodation, bus/vehicle hires etc;
• Coordinating the stay and visit of office visitors to ensure they are well taken care of pre and during their visit;
• Processing monthly payments for the various utilities and bills;
• Providing periodic administration reports or as per need to the reporting manager; and
• Perform additional duties as assigned by the Reporting Manager.

Travel Requirements

• This position requires travel within Nairobi and its environs during working hours and less frequent travel to other parts of Kenya.

Required Skills And Experience

• Bachelor’s degree in Administration or human resources management;
• Certification or qualification in Human Resources would be an added advantage;
• A minimum of 5 years’ experience in a busy administration or a HR office;
• Fluent in written and spoken English and Swahili;
• High level of proficiency in MS Word, MS Powerpoint and MS Outlook; and
• Proficiency with Microsoft Word and Excel.

Critical Competencies

• Excellent planning and execution skills;
• Excellent presentation and communication skills;
• Highly organized and attentive to details;
• Ability to multi-task and work well under pressure;
• Resilient, possessing a good degree of self-awareness and ability to maintain a composed disposition; and
• Exceptionally honest and full of integrity.