Administrative Intern at Lutheran World Federation

• The Administrative Intern is responsible for providing support to administrative services as needed, ensuring the smooth operation of office functions, communication, logistics, and documentation to facilitate an efficient and effective workflow and the overall implementation of LWF's activities.

DUTIES AND RESPONSIBILITIES

• Receive visitors or staff at the LWF Nairobi Office and redirect them or provide information on relevant issues and procedures.
• Answer, screen, and redirect telephone calls/Emails as appropriate.
• Maintain a proper filing and recording system for income and outgoing correspondence and documents.
• Coordinate visiting delegations and provide necessary support to such delegations.
• Coordinate requests for staff travel and accommodation and prepare reports as requested from time to time.
• Support in collating documents and submitting payment requests to the Finance Unit for Nairobi office and expatriate staff utility bills, travel, and accommodation expenses for staff and/or visitors as necessary to ensure that they are paid on time.
• Ensure that office equipment and facilities are well-maintained and that they are in good working condition. Any requirements for repairs should be reported immediately for necessary action.
• Assist in logistical and materials support for coordination of meetings and workshops/seminars.
• Coordinate with the IT team to arrange for the landline new extension installation request made by other unit(s).
• Facilitate the onboarding of new employees by ensuring requests for cellular phone/SIM cards are processed promptly.
• Assist in managing office supplies and inventory when called upon
• Perform other related duties as requested from time to time.

QUALIFICATIONS AND EXPERIENCE

• Diploma in management or administration
• A bachelor’s degree in business administration, Social Sciences, or a related field will be an added advantage
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace
• 1 to 2 years of practical experience
• Experience in an international humanitarian setting required