Safeworld Administration Assistant (Intern) Ksh. 25000

Title: Administration Assistant (Intern)

Location: Nairobi, Kenya

Purpose: To provide administrative support to Saferworld’s Nairobi office.

Reporting To: Administrator (Kenya)

Key Relationships: Head of Africa Programme, Team Leader (Kenya); Programme Manager (Somalia), Operations team

Background

Saferworld is an international non-governmental organisation 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 our Nairobi Office, who will assist in ensuring the smooth and efficient running of our Nairobi 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 Saferworld in combating conflict.

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 Saferworld staff and partners where follow up of logistical and administrative support will be required.
• To assist as required in the organisation 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 recognised undergraduate programme. 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 Saferworld works.

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 25,000/=
• Hours: Standard working week is 37.5 hours a week (5 full days).

Desired Applicants: Kenyan nationals

To apply send full CV and covering letter, stating the position being applied for (please use subject heading AI-NRB) and outlining relevant experience to: Marie Aziz, email: recruitment@saferworld.org.uk.

Deadline for applications 17 March 2011

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