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CWS/OPE Administrative Assistant Job in Kenya

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Administrative Assistant 

Grade
 7

Reference Code:
 ADM- 01/2010

Church World Service/Overseas Processing Entity (CWS/OPE) Nairobi administers a US refugee resettlement program in Sub- Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration.

CWS/OPE Nairobi is responsible for the preparation of refugee case files for adjudication by Citizenship and Immigration Services (CIS) officers, as well as the out-processing and cultural orientation of all approved cases.
 

CWS/OPE Nairobi seeks qualified individuals for the Administrative Assistant position. 

Position Description:

This position is responsible for the effective back-up of several key administrative positions and additional support duties in the Administration Department.

This position reports directly to the Deputy Director for Administration, supervises the receptionist and works closely with the Finance, Administration, Human Resources and IT staff.

Key responsibilities include:

1. Design, organize and maintain an efficient electronic filing system for SOPs for the whole of CWS/OPE and of administrative doc
uments in a way that facilitates easy retrieval of documents. This includes retrieval of SOPs on request, documents for authorized staff members as needed and for authorized external users, such as auditors.

2. Provide effective back-up for the Stores and Packing Officer. This entails receiving supplies in the stores, issue of the same to staff and packing of supplies for circuit rides .This will be done in the absence of the Stores and Packing Officer.

3. Provide effective back-up for the Inventory and Purchasing Officer. This will entail raising purchase orders and goods received notes and supervising the drivers. This will be done in the absence of the Inventory and Purchasing Officer

4. Providing effective back-up for the Accountant. This will entail petty cash management, receipt of cash and banking the same as per CWS/OPE policies. This will be done in the absence of the accountant

5. Providing effective back-up for the Logistics Officer. This will entail making travel arrangements for field staff, preparing travel advance forms, preparing travel expense forecasts and assisting in budget preparation. This will be done in the absence of the Logistics Officer

6. Labeling all fixed assets and updating the fixed assets register in a timely manner.

7. Taking minutes at administrative staff meetings and distribute the minutes electronically.

8. Assisting with the preparation and implementation of SOPs for the Administration Department

9. Maintaining a key log for all OPE office keys

10. Ensuring the availability of clear forms, (annual, R&R, and sick leave, etc.), on the OPE network

11. Assisting with postage, weighing & franking, and courier services, as needed

12. Assisting in telephone billing by reviewing telephone invoices for personal calls, etc.

Qualifications/ Experience:

  • Minimum of diploma in business management with 2 years of relevant work experience
  • Experience in an administrative position with diverse duties
  • Experience in travel logistics and stores management is desirable
  • Experience in basic book keeping is desirable
  • Strong written and verbal English skills
  • Demonstrated strong computer skills, especially Microsoft Word, Excel, and Outlook
  • Good organizational and time management skills
  • Ability to work as a member of a team in a multi-cultural environment
  • Ability to work independently and contribute to overall operations
  • Ability to manage a large and diverse workload under pressure with competing priorities
  • Ability to maintain a high performance standard with attention to detail
  • Ability to follow instructions from supervisors with a positive and receptive attitude
  • Ability to conduct oneself in a professional and courteous manner to represent the best interests of OPE and CWS/IRP
  • Ability to contribute to the US Government and OPE Operational Refugee Processing Program in Africa
Interested and qualified applicants should submit a cover letter and a résumé by close of business December 10, 2010 to:

The Human Resources Manager
CWS/OPE Nairobi
P. O. Box 14176
00800 Westlands
Nairobi, Kenya

Email: hr@jvakenya.org
Please note that when submitting your application by email, ensure that you quote the above mentioned reference code on the subject line of your email.

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