IOM Admin Assistant TICAD Kenyan Job

International Organisation for Migration

Short Vacancy Notice: Vacancy Notice Open to Internal Candidates Only
Vacancy Notice: IOM/015/12
Functional Title: Admin Assistant, TICAD
Duty Station: Nairobi
Grade/Remuneration: UNGRADED (Kes 69,350.00 per month)
Duration of Assignment: 3 Months with possibility of extension
Starting Date: 1 April, 2012

General functions:

Under the overall supervision of the KHRT Program Manager and under direct supervision of the Program Support Assistant the incumbent is responsible for performing routine administration duties including general project, procurement and logistic support for Nairobi and field based offices.

Essential functions:

• Assist in maintaining project administration systems as established by the Program Manager including filing and general administration.
• Maintains good record of technical information including assessment tools and curricula.
• Take minutes in meetings and provide relevant documentation for the meetings.
• Prepare Travel Authorizations (TA) and request for security clearance for the external consultants and mission staff as required.
• Maintains information for the monthly report to the Donor.
• Prepares Payment Requests for authorization and coordinate with finance for payments.
• Ensures timely dispatch of accounting and procurement records as directed.
• Requests for project materials and equipment and follow up with the procurement office for delivery and ensure dispatch as required.
• Assist and support on logistics and administrative planning of meetings and trainings in Nairobi as necessary.
• Perform such other duties as may be assigned.

Desirable Qualifications:

• Diploma in Business Administration, Social sciences or an equivalent.
• Minimum (2) two years of related experience in administrative, secretarial and/or logistics work in the private sector/UN agencies/NGOs/IOs.
• Strong communication, organizational and interpersonal skills.
• Hard working, dedicated and able to monitor and follow up pending matters.
• Ability to meet deadlines and work under pressure with minimum supervision.
• High level of computer literacy especially MS Word, Excel, Access, PowerPoint.
• Fluency in English and Kiswahili languages.

Mode of Application:

Submit cover letter and CV including daytime telephone and email address to:

International Organization for Migration (IOM),
Human Resources Department,
P. O Box 55040-00200
Nairobi
or send by email to hrnairobi@iom.int

Closing Date: 16TH March 2012
Only shortlisted applicants will be contacted