Terms of Reference

Job Title: Admin Assistant Intern – Somalia Programme

Place of Work:

Reports to: Administrator

Reporting to position: N/A

Function Purpose

To assist the Nairobi Admin team in their day to day duties to ensure maximum delivery to the programme.

Key accountabilities
  • Update the special pass, work permit, accommodation and utility boards.
  • Update the work permit and special pass reports weekly.
  • Assisting in filing out permit applications and filing copies of all applications sent out to NGO Board, Immigration of Kenya.
  • Handle meeting room requests and keep a record of all the bookings as requested by the Programme.
  • Raise Admin (guesthouse, stores, service) purchase requests and orders as requested.
  • Support the HR and Admin Asst. in paying the guesthouse utility bills.
  • Process stationary store requests and send weekly updates to the HR and Admin Asst.
  • Any other duties as assigned.
Core Competencies & Qualifications

  • Excellent English language skills, both verbal and written
  • Good computer skills especially in MS Office.
  • Ability to manage sensitive information appropriately
  • Ability to work effectively and calmly in a high-pressure environment and to prioritize and effectively manage assignments in a timely fashion.
  • Commitment to our Code of Conduct and other policies.
The interested candidates should drop their CVS and cover letters to our offices which are on Matundu Close off School Lane Westlands by Wednesday 08th February 2012 at 1500hrs

Address it as follows,

Admin Assistant Internship
Save the Children Somalia/ Somaliland Programme

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Job Title: Logistics Officer

Department: Logistics

Programme Area: Kenya Turkana Base

Final Responsible: Project Coordinator

Direct Supervisor: Operations Manager

Staff Directly Supervised: Logistics Assistant/Store-Keeper

Relationships Internally: Logistics staff, Finance, Health staff and PC

Relationships Externally: Transporters, suppliers, UN/NGO’s with approval of PC

Overall objectives
  • To contribute to Merlin’s overall objective and the implementation of it’s program
  • To implement and promote adherence of Merlin logistics systems and procedures
  • To organise and manage all logistics processes, including storekeeping and warehousing, transport and vehicle management, inventory and asset management as well as the related administrative procedures, for Merlin operations.
  • To support the program department in all logistic manners
  • To implement and monitor procurement systems, in accordance with Merlin policies and procedures.
  • To comply completely with the Merlin Kenya financial guidelines at all times.
  • To process all the SRQ/ SRP’s duly authorized and approved by the relevant departments within the shortest time
  • To collect all orders for Nairobi and forward once every 2 weeks to the head office
  • To update the base order follow up and inform other departments of status of their orders (both local and from head office)
  • To ensure that all invoices are processed by the end of each calendar month
  • Focal point in the implementation of Merlin’s visibility
Equipment & Asset management
  • Supervise maintenance and repairs of all mentioned equipment and follow up with Nairobi / Suppliers
  • To inform both the Operations Manager and the IT –officer of any technical defaults on any of the equipment.
  • Facilitate the means for each key-staff to make a back up of his / her data.
  • To ensure an updated anti-virus on all working computers
  • To continually monitor and assess the security of areas in which Merlin activities and staff movements take place.
  • To support the PC in the development of the SOP’s for the program area according to country guidelines
  • To implement the security plans, standard operating procedures and communication procedures
  • Ensure that all communication equipment is working
  • Ensure a regular contact is kept with field teams and HQ according to the Security plan
  • To ensure that the emergency stocks are kept to the appropriate level and monitor expiry dates
  • To make the security reports according to the instructions of the PC and the Log Co
Vehicle/fleet management
  • Oversee the management of the Merlin fleet including Merlin and rented vehicles, ensuring Logistics Assistant and Drivers adhere to service schedules at all times.
  • Regulate the use of vehicles and communications equipment.
  • Monitor the movements and security of all the field teams through communicating by radio in accordance with the security guidelines and current security status.
  • To make assessments for rehabilitation needs of Merlin and or partner premises
  • To prepare and supervise any rehabilitation related activities if needed with the support of a professional engineer
  • To oversee the maintenance and upkeep of the office and guesthouse and monitor the use of materials
  • To ensure that stock records and inventories for all items and locations in Turkana are kept up to date and regular stock checks are completed.
  • Make a physical check / count every month of the stock and running commodities (fuel etc)
  • To supervise and support the Logistics Assistant/Store-keeper
  • To set objectives and be responsible for their performance
  • To conduct appraisals in accordance with Merlin standards for all line managed staff
  • To have weekly meetings with the Logistics Assistant in order to optimize performance
  • To establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
  • To report monthly by the 5th on all logistics activities to the Operations Manager and Logistics Coordinator in accordance with Merlin logistics reporting procedures and templates.
  • To assist the Operations Manager with logistics advice during the drawing up of new project proposals.
  • To perform any other duties as assigned by the Operations Manager.
How to Apply

All applications should be sent to:

HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200,
Nairobi, Kenya

OR Email to: recruitment@merlin-kenya.org

Application deadline is 5:00pm on 10th February 2012.

Please note that only short listed candidates will be contacted.

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UNOPS helps its partners in the United Nations system meet the world’s needs for building peace, recovering from disaster, and creating sustainable development.

UNOPS is known for its ability to implement complex projects in all types of environments around the globe.

In an effort to promote organizational excellence, UNOPS seeks highly qualified individuals for the following position:

Vacancy Code: MASOM1112_ 233

Post Title: Procurement Assistant

Post Level:
LICA 3 Equivalent to G5

Org Unit: Mine Action Programme - Somalia

Duty Station: Nairobi, Kenya

Duration: 12 Months (Renewable - subject to availability of funds)

Closing Date: 17th February, 2012

Organisational Context

The UN Somalia Mine Action Programme (UNSOMA) is operating e under the responsibility of the United Nations Mine Action Service (UNMAS), executed by UNOPS.

The Mine Action Programme in Somalia started in Somaliland (1992-1993, 1997-1998 and 1999-present), and Puntland (2003-2005), and has implemented capacity building projects, provided technical assistance for the national Somaliland and Puntland Mine Action centres and the Police Explosive Ordnance disposal teams.

In South Central, UNSOMA is expanding the activities in support of the African Union Mission in Somalia (AMISOM). In complement to the provision of capacity building and support for the AMISOM forces to undertake EOD (Explosive Ordnance) activities in Mogadishu to reduce the large amounts of ERW (Explosive Remnants of War) and stockpiles throughout the city, Police EOD teams are deployed in Mogadishu in concert with an emergency Mine Risk Education initiatives to reach the large numbers of returnees for provision of humanitarian assistance. Other regional offices will be established during the current year.

UNSOMA has an office in Nairobi to provide managerial and support functions for the Regional Offices in Somalia.

Duties and Responsibilities

Under the direct supervision of the Head of Support Services, and daily reporting to the Procurement Specialist, the incumbent will perform the following duties and responsibilities:

Key functions:

Carry out procurement for the Mine Action Program including
  • Prepare bidding documents (Request for quotations, requests for Proposals and Invitations to Bid) FQ, for goods and services.
  • Prepare evaluations and awards for appropriate approval authority.
  • Issue contracts and purchase orders upon approval.
  • Ensure proper filing and archiving of finalised procurement processes as per procurement manual requirements.
  • Assist with preparation of bid analysis and pass these on for technical evaluation or advice before orders are placed or presented to the purchasing committee.
  • Respond to queries from projects, clients, companies, etc. regarding procurement related matters.
Education and Experience

  • Secondary education level is mandatory. A University degree in the area of procurement or any related field would be an asset;
  • Professional certification in the field of procurement (from Chartered Institute of Purchasing and Supply or elsewhere) a plus;
  • At least 4 to5 years progressively responsible experience is required, preferably including at least 2 years in specialized areas of procurement. Work experience in an international organization is an asset;
  • Ability to translate and apply business acumen and technical expertise into UNOPS operations
  • Competent level of computer literacy - MS Office as a minimum;
  • Experience directly relevant to establishment and development of new tools for improvement of support services;
  • Must be able to meet timeline for delivery of products and services to clients.
  • Any other duties as may be given by the Procurement Specialist.
  • Good interpersonal and communications skills and the ability to interact readily with UN staff members at all levels.
  • Must have keen sense of ethics and integrity in dealing with clients and service providers.
  • Ability to work under strict deadlines and under stressful conditions.
  • A sound knowledge of UNOPS/UN financial rules is an added advantage.
  • Sound Computer skills, in particular MS Word, Excel, PowerPoint, Atlas and Imprest.
  • Ability to work in a multi-national/multi-cultural environment.
  • Ready to travel for short missions to Somalia

Fluency in written and spoken English is required.

Other requirements
  • Experience with a UN Mine Action Centre or Demining NGO will be an advantage.
  • Good written communication and report writing skills.
Submission of Applications

Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), via e-mail to somaliamineaction@unops.org.

Kindly indicate the vacancy number and the post title in the subject line when applying by email.

Additional Considerations
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post.
For more information on UNOPS, please visit the UNOPS website at www.unops.org.

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