Administration Assistant Officer at Finn Church Aid (FCA)

Primary purpose of the position:

Act as the point of contact for all employees by providing administrative support and managing their queries. Manage the day to day administrative duties in the office while assisting in general HR & administration work in the areas of office management, Personnel management, Performance management and staff development that are necessary to maintain a skilled and competent workforce at field level.

Duties and responsibilities

General Office Management

• Managing office supplies and ordering new supplies as needed.
• Systematically filing important organization documents.
• Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation
• Ensure the field office is clean and tidy and all basic facilities are available for staff to work in a comfortable environment.
• Schedule in-house and external events٫ maintain corporate calendar and book meeting rooms.
• Manage correspondence (including letters٫ emails and packages)٫ arrange travels and accommodations
• Scheduling meetings and booking conference rooms.
• Hiring maintenance vendors to repair or replace damaged office equipment.
• Oversee the inventory of office and stationery supplies and ensure to request order when necessary
• Build and maintain filing systems, both physical and digital.
• Organize a filing system for important and confidential company document
• Manage office supplies stock and place orders
• Support with travel and accommodation bookings and airport transfers for staff / visitors in liason with Nairobi Office.
• Organize and schedule meetings/appointments as may be required.
• Take accurate minutes of meetings and ensure their distribution and filing.
• Maintain staff movement register and follow up with locations and movement of staff, inform supervisor in case of non-adherence.
• Ensure all office equipment such as Air Conditions, Water Dispensers, Photocopier, Printers, telephones etc. are in good operational state.
• Maintain good communication with visitors/guests, office and project staff, service providers and consultants.

HR Records & Information Management

• Ensure quality and integrity of HR filing system by keeping all HR records, information and files clearly labelled, organised and confidential.
• Maintain staff personal files in the field office and ensure that all files have up to date information.

Recruitment & Selection

• Draft advertisements for authorised recruitments in liaison with supervisor ensuring FCA guidelines and recruitment practices are followed.
• Assist to facilitate advertising/circulation of advertisements on various platforms as agreed with Supervisor.
• Assistant to arrange for and coordinate interviews (date of interviews, calling short-listed applicants).
• Ensure records of all recruitment and selection processes of employees are correctly filed.

HR Support Services

• Assistant to draft employment contracts for staff and draft requested letters in line with changes to employee terms and conditions of employment.
• Support implementation of induction and orientation of both new and existing employees, ensuring that all relevant policy documents are made available.
• Respond to general staff queries and advise them on FCA’s HR policies and procedures and local legislative requirements, seeking advice from supervisor & HR & Admin Coordinator.
• Undertake any other duties and generate HR Admin reports as part of capacity building within the department.

Competence, Experience, Skills, Knowledge needed

• A Bachelors Degree in Business Management / Administration or related discipline ie Human Resourse, Social Sciences, Social Work and Social Administration, Public Administration, etc.
• Excellent planning and organizational skills
• Strong analytical and problem solving skills
• Good communication, facilitation and presentation skills. Strong interpersonal skills and high level of integrity
• Experience in refugee operation will be an added advantage
• Computer literacy
• The position involves making timely decision under pressure and also involves high level of integrity, due to care and caution.