Admin Assistant - Kenya

Admin Assistant  - Kenya
TEAM/PROGRAMME: Programme Operations	LOCATION:  Turkana
GRADE:  TBC  (Competitive Package)	POST TYPE: National
Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
ROLE PURPOSE: To assist the  administration in the provision of quality, efficient and proactive Administrative support services to the Turkana area office
SCOPE OF ROLE: Reports to: HR Coordinator Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. On Feb 1st 2014, we completed a second transition, joining forces with the British INGO, Merlin, by merging their health and nutrition programmes with our own. Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru, Wajir, and more recently Turkana – with plans to expand into Bungoma in the course of 2014. We work through partners in many other parts of the country. We have a staff complement of around 300 staff and an operating annual budget of approximately US$25 million Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY: Responsible for the management of the office stationery supplies, including maintaining re-ordering levels and ensuring supplies are constantly available Receive office incoming calls and forward to the appropriate persons Receive and ensure all organization visitors are booked in appropriate hotels and arrangements made for their pick up and drop offs. Make  flight bookings for SCI staff  and reconfirmation done by filling in the TAR and submitting to Nairobi for approvals in a timely manner Manage phone calls by keeping accurate records of the same and ensure that private calls are paid for. Receive all office correspondences, track actions as agreed with the administration. File documents in their correct locations (both electronically and in hard copies) and ensure that filing trays are regularly cleared. ·         Supervise office and GH cleanliness, ensuring a tidy and orderly environment ·         Manage kitchen inventory and supplies, maintaining an updated record of the same ·         Manage all utility bills – water, electricity and DSTV ·         In Liaison with Logistics office ensure proper  maintenance of office and GH repairs in a timely manner ·         Provide support in photocopying and scanning office documents ·         Dispatch official documents and parcels as required in a timely manner ·         Any other duties as may be assigned by your supervisor
SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: ·         Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values ·         Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition: ·         Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same ·         Widely shares their personal vision for Save the Children, engages and motivates others ·         Future orientated, thinks strategically Collaboration: ·         Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters ·         Values diversity, sees it as a source of competitive strength ·         Approachable, good listener, easy to talk to Creativity: ·         Develops and encourages new and innovative solutions ·         Willing to take disciplined risks Integrity: ·         Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE ·         Diploma in Human Resources Management or Business Administration or relevant field ·         Minimum two (2) years’ experience in a similar role within a busy context ·         Good spoken and written English and Kiswahili ·         Good interpersonal skills and ability to work in a multi-cultural context ·         Ability to plan and prioritize work ·         A good understanding of office operations ·         Proficient in use of Computer packages (MS Word, Excel) Commitment to Save the Children values
Date of issue:     18/2/2014          Author : JO