Administrative Assistant Intern - Marsabit at Catholic Relief

ROLE/ WHAT FOR?

The intern will support the Admin Officer in the following tasks;  

• Assist in clerical tasks, such as sorting and sending mail, collate and distribute mail/ parcels and consolidating waybills.
• Keeping an inventory of office supplies by placing new needed order.
• Assist in crosschecking purchase orders, invoice and delivery notes of all received supplies within and from Nairobi.
• Assist in updating stock cards and OSR as well as managing staff supply per CRS policy. 
• Assist in managing office revolving equipment e.g., tablets. projector, voice recorder, height boards, banners etc. by updating record of revolving equipment and follow up on their return while inspecting conditions and reporting per CRS policy.
• Assist in front office duties welcoming visitors and guiding them.
• Assist the Admin Officer in ensuring the office runs smoothly by overseeing office cleaners, security, and gardener.
• In consultation with the staff, assist in scheduling meetings and sending meeting invites to attendees (Booking office   Boardroom, caritas Boardroom and confirming availability).
• Prepare communications, such as memos, emails, invoices, reports and other correspondence when instructed.
• Assist in Creation and maintenance of filing systems, both electronic and physical whenever required.
• Assist in transport coordination especially local running and assist in consolidation of required documents for payment in case of hired vehicle or Taxi.
• Work with administrative officer to schedule team meetings and to provide follow-ups.
• Support administrative officer in managing and resolving operational issues.
• Any other duty assigned by administrative officer or any program staff

Personal Skills 

• Strong relationship management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
• Excellent negotiation skills.
• Troubleshooting and problem-solving skills.
• Strong Communications and Organizational skills.
• Capable of working in a dynamic, results oriented environment; ability to multi-task across various work streams/priorities.
• Team player with a positive attitude who can work independently while also being highly collaborative and open. 
• Ability to handle sensitive and confidential information.

Required/Desired Foreign Language: English and Swahili

Travel Required; Limited travel to the field locations/offices if required.

Key Working Relationships: 

Supervisory: None 

Internal: Country Representative, Head of Offices, Deputy Head of Office, Head of Operations, Senior Procurement Officer, Procurement Officer, Program Managers, Finance and Administration Teams.

External: Consortium Partners and other vendors as needed.

QUALIFICATIONS

WHO?

Education and Experience

• Diploma in business administration, Procurement and/or Supply Chain, or any other business-related diploma and/or degree. 
• Ability to work in a challenging environment with limited oversight.
• Excellent computer literacy (familiarity with Office 365, etc.).
• Oral and written fluency in English.
• Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification (preferred).
• Being residents of Isiolo and/or Marsabit counties will be an added advantage.