NGO Administration Assistant, Intern Job in Kenya

Background

Our client is an international non-governmental organization that works to prevent and reduce violent conflict. We believe that everyone should be able to lead peaceful and rewarding lives free from insecurity and violence.

We wish to recruit an intern for the Nairobi Office, who will assist in ensuring the smooth and efficient running of the office. The internship is for a period of 6 months with the possibility of extension. It will provide valuable work experience within the non-governmental sector and at the same time assist our client in combating conflict.

Title: Administration Assistant (Intern)

Location: Nairobi, Kenya

Purpose: To provide administrative support to our client’s office in Nairobi.

Reporting To: Chief Administrator (Kenya)

Roles and Responsibilities

Administration

• First point of contact for visitors and telephone enquiries.
• Providing reception duties, and dealing with general communications – telephone, fax and mail.
• Assist in the management of human resource systems, including leave and travel forms.
• Keeping a log of staff movement (meetings and official travel)
• To provide support in printing, photocopying and scanning of documents and materials.
• To manage office library and display of office and other publications.
• Maintain office inventory and stock ordering. Providing support as required by the Administrator
• To maintain records of purchase requisition/ orders and issue to the suppliers.
• Any other relevant duties as may be assigned by the Administrator and Finance Officer.

Logistical

• Participate as required in meetings with our client’s staff and partners where follow up of logistical and administrative support will be required.
• To assist as required in the organization and administration of workshops/meetings.
• Coordinate travel arrangements for staff and workshop participants as required.
• Maintain travel schedules for the team members and the partners.
• Assist in development of itineraries for field visits for staff and partners.

Health and Safety

• Ensuring first aid box is replenished.
• With the Administrator, ensure the office is kept tidy and free from health hazards.

Person Specification

• Applicants must, at a minimum, be enrolled in a recognized undergraduate, college (degree or diploma) program. Relevant coursework is highly desirable.
• Good planning and organizational skills and efficient work methods
• Ability to work well in a team as well as independently.
• Ability to take initiative, prioritize, organize workload, meet deadlines and work under pressure with minimal supervision
• Ability to communicate well, including written and verbal English.
• Good computer skills, including Microsoft Office, (Outlook, Access and Excel).
• Sympathetic to the issues on which our client works (refer to the background).

Terms and Conditions

Probation: There will be a probationary period of one month.

Contract: Minimum of 6 months

Holidays: 25 days per year (Jan-Dec) pro-rata

Payment: A monthly stipend of KSh 28,000/=

Hours: Standard working week is 37.5 hours a week (5 full days).

Desired Applicants: East African Nationals

To apply send full CV and covering letter (Don’t send scanned certificates, we will require them at the interview stage), stating the position being applied for (please use subject heading AI-NRB-HRS) and outlining relevant experience to: Human Resource Department, email: hrskenya@gmail.com

Deadline for applications 18 March 2011