Background
The
International Rescue Committee (IRC) responds to the world’s worst humanitarian
crises and helps people to survive and rebuild their lives.
At work
today in over 40 countries and 22 U.S. cities, we restore safety, dignity and
hope to millions who are uprooted and struggling to endure. The IRC leads the
way from harm to home.
The IRC has
been working in Somalia since 2006, providing essential services to conflict
and disaster affected communities.
The IRC has
been operational in Central Somalia (Mudug and Galgaduud), Mogadishu and
Puntland regions implementing interventions in the areas of livelihood, WASH,
Governance, protection and primary health reaching out to more than 250,000
conflict and drought affected Somalis.
Job Title: Logistics
Intern
Supervisor: Logistics Officer
Country Program: Somalia
Location: Nairobi
Scope of Work
The key
objective of the Logistics Intern is to record and maintain proper records of
all IRC assets, to monitor their movement and issuing and assessing their
status.
He / She
will also be involved in preparation of shipments to the field sites in Somalia
and photocopying all logistics documents.
Specific Responsibilities
- To maintain and record all IRC Assets.
- Monitoring the movement of assets in Logistics (Assets returned to IRC).
- Updating the assets records according to their movements (Issuing, returning or temporal use).
- Assessing assets status and report accordingly i.e. serviceable, damaged or unserviceable).
- To photocopy logistics/finance documents.
- Monthly report on the assets.
- Assisting in receiving items in Nairobi.
- To maintain and update assets register.
- Assist in preparation of logistics reports.
- Routine communication, coordination and planning with the relevant requesting staff/programs regarding the order and delivery of supplies.
- Provide on-time, standard monthly reports to direct supervisor and the Logistics officer.
- Provide a weekly plan and report to direct supervisor and logistics officer.
- Generate and/or maintain comprehensive price list for all different supplies and services used by IRC Programs.
- Circulate the comprehensive updated price list to all Heads of departments every month.
- Produce routine cash/payment projections and commitment details for Logistics Officer.
- Produce routine purchase status reports and share with all heads of departments.
- File procurement documents from PRs until point of close per grant.
- Prepare payment requests to Finance.
- Update the ProLog procurement model.
Required Qualifications
- Diploma in Purchasing and Supplies Management from a recognized institution.
- Experience in management, supplies or related field.
- Basic computer skills.
- Good communication in English.
- Required Competencies
- Excellent oral and written communication in English and Kiswahili
- Team player and Flexible
- Honest and strong professional conduct
- Well organized and able to multi-task
- To be a self starter with minimum supervision
Job Title: Administrative
Assistant - Intern
Supervisor: Senior HR / Admin
Officer
Country Program: Somalia
Location: Nairobi
Scope of Work
The
Administrative Assistant – Intern provides the first positive image of IRC
Somalia Program office due to her/his patience, ability to listen and assist
visitors.
She/he acts
as the central point of Office checks record and dispatch all messages.
Specific Responsibilities
- Welcome and accommodate visitors and inform the concerned person without delay.
- Provide necessary information and assure a discrete but efficient filtering when necessary.
- Maintain reception area neat and tidy at all times.
- Distribute mail and/or documents to those addressed to.
- Create and/or develop an electronic telephone directory with all Mission’s contacts: internally for National and international Staff and externally for all interlocutors (emergencies, Authorities, NGOs, other sections, etc.)
- Maintain this Directory up-to-date at all time and distribute it regularly to all.
- Maintain telephone operations during working hours, transferring incoming calls to correspondent after having written down name, time and reason of call. In case of absence of the correspondence: if urgent and non confidential, transmit the call to another relevant interlocutor. otherwise, write down all necessary information and transmission of message without delay.
- Call and fix appointments with external interlocutors upon request (Authorities, lawyer, other sections, HQs, etc.).
- Take note of all messages left on the answering machine every morning and assure proper transmission to correspondents.
- Receiving and preparing delivery reports of goods delivered by suppliers.
- Keep in/outcoming calls registry book up-to-date at all time.
- In case of short absence, make sure incoming calls are diverted on another colleague after informing that person.
- Make photocopies and prepare other documents upon request.
- Booking of fligths as requested by the staff – paying key attentions to all details.
Personal Quality
- Flexibility
- Clear diction
- Excellent communication skills
- Smart appearance
- Cooperative
- Good people skills
- Good organisational skills
- Independence
- Initiative
- Ability to work in a multi-disciplinary and multi-cultural environment
Required Qualifications
- Certificate in office Management/Secretarial Course.
- Willingness to learn, adapt to team working environment.
- Computer literacy- word, excel, internet.
- Excellent spoken and written English skill.
Deadline
for applications: 11th November 2013
Sending
applications: Interested candidates are requested to send their application and
CV to the email Address: IRCSomaliaJobs@rescue.org with the subject line as IRC
Somalia Jobs - Application for the position of “Title”
