Concern Worldwide Administration Assistant Jobs in Kenya

Concern Worldwide Administration Assistant Jobs in Kenya

Job Summary:

The job holder will undertake administrative duties and responsibilities that enable efficient and effective running of support operations in Marsabit office.

Main Duties and Responsibilities

Welcome office visitors and directing them to the relevant person or office

Liaise with Nairobi HR organizing pre-employment medical examinations for locally recruited staff etc. as and when required.

Update CVs database.

Dispatch and ensure receipt of all HR staff documents while maintaining relevant records.

Assist consolidation of Marsabit PDRs for submission to HR in Nairobi.

Collate leave plans, facilitate leave applications, work with Nairobi HR.

Scan finance documents before dispatching originals to Nairobi.

Liaise with Nairobi Admin on flight and staff movement especially for high profile Concern and donor visits

Manage housekeeping services - garbage collection, pest and rodent control, office cleaning to ensure a clean, healthy, safe and professional working environment.

Supervise, coach and mentor direct reports - Office Cleaner in the effective and efficient delivery of their responsibilities.

Liaise with Logistics Officer and field staff to ensure adequate and timely procurement of office supplies for field offices.

Manage office admin store for office supplies and stationery

Liaise with Administration in Nairobi in the management of Marsabit lease renewals and rent payments

Update and maintain list of office inventories

Assist in compilation and consolidation of Marsabit staff time sheets and sharing the same with Nairobi finance on monthly basis

Take minutes of the meetings - monthly staff meeting, Sector leads, Security Focal Group

Ensure strict guardianship and security of information and documents, including proper filing, secure storage and limiting access to only authorized personnel.

Others

Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed

to providing a safe working environment

Participating and contributing towards Concern’s emergency response, as and when necessary

Take all possible measures to meet Core Humanitarian Standards (CHS)

Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

Diploma in HR or Administration

A minimum of two (2) years’ experience in a similar position. Experience in a CBO or NGO is preferred.

Knowledge of and competency in common HR and administration processes and procedures, coupled with strong office management.

Proficiency in the use of MS Office (Spreadsheets, Word, Access and Power Point)

Excellent communication, interpersonal, planning, reporting and organization skills

Fluency in both spoken and written English and Kiswahili. Fluency in local languages is essential.

Preference will be given to candidates who have:

High integrity and demonstrated ability to follow standards and policies

Commitment to humanitarian principles and values

Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies

Competencies required:

Communicating and working with others

Managing yourself

How to Apply

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as "Admin Assistant -Marsabit'' on or before Tuesday, 8th August 2023. Only short-listed candidates will be contacted for interview.

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