Administrative Assistant Job in Kenya

Administrative

Assistant –

Kenya Country office
 

Team /

Programme: Support

Services 

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: The HR

& Admin assistant is responsible for ensuring the day to day running of

Wajir office, organizing for conference booking, accommodation, and travel

arrangements for staff. Perform HR functions for within Wajir office. 

Reports to the

HR/Administration Coordinator
 

Staff

reporting directly to this post: Cook

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. 

In Feb

2014, we completed a second transition, which saw us join forces with the

British INGO, Merlin, and merge their health and nutrition programmes with our

own. 

Save

the Children now has an operational presence in Bungoma, Dadaab Refugee Camp,

Garissa, Mandera, Turkana and Wajir and we work through partners in many other

parts of the country. 

We

employ nearly 300 staff and will have an operating annual budget in 2016 of

approximately US$20 million.

Key Areas of Accountability:

• Support
  
  the HR/Admn Coordinator to plan, and manage in an accountable, efficient
  
  and effective way, key services in administration including equipment
  
  maintenance; premises security; travel, Organizing Events including
  
  conferences/workshops, hotel and guest houses accommodation; and ensure
  
  front desk operations


• Support
  
  the HR/Admn Coordinator to monitor Wajir office utilities costs e.g.
  
  water, electricity, telephone/Mobile usage and billing and others;
  
  prepares monthly trend reports.


• Develops
  
  and implements new cost efficient administrative systems such as paper
  
  waste management; electricity conservation; water management; among others


• Ensure
  
  utmost cleanliness and any minor repairs for the Office Premises is
  
  maintained by the staff responsible



• Proper
  
  Management of inventory at the Administration and kitchen stores.


• Support
  
  the HR/Admn Coordinator in the efficient management of the Office and two
  
  guest houses.


• Support
  
  the HR/Admn Coordinator in ensuring compliance with Save the Children
  
  policies and practice with respect to child protection, code of conduct,
  
  health and safety, equal opportunities and other relevant policies and
  
  procedures.


• In
  
  liaison with the HR Coordinator, ensure that all staff understand and
  
  observe the CPP and Code of Conduct


• Put
  
  together the policy documents and any other required documents for
  
  induction of new staff


• Perform
  
  any other duties assigned as assigned by the HR/Admn.Coordinator.

• Delivering
  
  Results: Takes personal responsibility and holds others to account to
  
  deliver our ambitious goals for children, continually improving own
  
  performance or that of the team / organisation.


• Developing
  
  Self and Others: Invests time and energy to actively develop self and
  
  others to help realise their full potential, and to build the
  
  organisation’s capability for the future.


• Leading
  
  and Inspiring Others: Demonstrates leadership in all our work, role models
  
  our values and articulates a compelling vision to inspire others to
  
  achieve goals for our children.

• Problem
  
  Solving and Decision Making: Takes
  
  effective, considered and timely decisions by gathering and evaluating
  
  relevant information from within or outside the organisation and making
  
  appropriate judgements.


• Applying
  
  Technical Expertise: Applies the
  
  required technical and professional expertise to the highest standards,
  
  promotes and shares best practices within and outside the organisation.


• Innovating
  
  and Adapting: Develops and
  
  implements innovative solutions to adapt and succeed in an ever –
  
  changing, uncertain work and global environment.

• Working
  
  Effectively with others: Works
  
  collaboratively to achieve shared goals and thrives on diversity of people
  
  and perspectives. Knows when to lead and when to follow and how to ensure
  
  effective cross- boundary working.


• Communicating
  
  with Impact: Communicates
  
  clearly and confidently with others to engage and Influence, Promotes
  
  dialogue and ensures timely and appropriate messages, building confidence
  
  and trust with others.


• Networking: Builds and uses
  
  sustainable relationships and networks to support the work of Save the
  
  Children.

Qualifications and Experience

• A
  
  first degree in business administration/equivalent


• Minimum
  
  2 years’ experience in a similar role


• Proficient
  
  in Microsoft Office (Word, Excel, Outlook, PowerPoint)


• Ability
  
  to manage multiple requests and to liaise with several different
  
  departments.


• Assertive
  
  and pro-active, with the ability to work on own initiative with little
  
  supervision.


• Ability
  
  to cope with varying workloads and interruptions and to organize
  
  activities to provide efficient services


• Comply
  
  with the requirements of Save the Children’s Child Safeguarding Policy and
  
  other Global Policies


• Fluent
  
  in English and Swahili


• Commitment
  
  to Save the Children Values

• Good
  
  organizational, planning and interpersonal skills


• Ability
  
  to manage workload and prioritize activities


• Excellent
  
  written and verbal communication skills


• Ability
  
  to solve problems

How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter

indicating the Position they are applying for in the subject line to 

wajir.jobapplications@savethechildren.org 

Hand

delivered applications will not be accepted.

Due to the urgency of having the two posts filled, applications will be

reviewed as they are received.