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Information Assistant Job in Nairobi

INSO Kenya is recruiting:

Information Assistant

1 Position
Location: Nairobi
Starting Date: 24th November 2014

Duration of the Contract: 1 year renewable

INSO Kenya Background: INSO is a global charity dedicated exclusively to issues of humanitarian safety and to the operation of NGO Safety Offices (NSO) in volatile or insecure contexts. 

INSO KENYA aims to support security awareness and security management capabilities amongst NGOs within Kenya.

We are now seeking an experienced individual to join our team as an Information Assistant who will based out of the INSO office located in Nairobi.
Purpose of position

The Information assistant is in charge of INSO KENYA databases. 

This consists in 3 core responsibilities:
  • Ensure quality data entry into the INSO KENYA Incident database
  • Prepare graphics based on extracts from the Incident database
  • Be the focal point for NGO registration requests and update the INSO KENYA Registration database
  • Reports to the Country director
Keys responsibilities:

The list of responsibilities is not exhaustive: other tasks may be requested to adapt operational needs.

Oversee, manage and maintain NGO’s registration with INSO.
  • Develop and maintain a thorough understanding of the INSO NGO registration guidelines as detailed in the SDS.
  • Clearly understand the INSO definition of an NGO (as detailed in the Scope of Services) and ensure that this is applied in all registration requests.
  • Communicate with Kenya NGOs the registration requirements and services that INSO provides.
  • Assist the Director with the NGO vetting process.
  • Maintain both the electronic and hard copy databases for all registrants. Engage pro-actively in the maintenance of the Comprehensive NGO Registration Database, including:
Updating and management of INSO incident database.
  • Develop and maintain a thorough understanding of INSO Database coding guidelines.
  • Strict adherence to coding guidelines in regards to weekly database coding requirements.
  • Strict adherence to weekly coding deliverable schedule.
  • Communicate to Director any queries or clarifications regarding coding.
Preparing graphics based on the INSO incident database.
  • Prepare graphics based for Bi-weekly and Quarterly reports, based on information extracted from INSO information database.
  • Prepare graphics other graphics on request.
To follow INSO security policies and procedures.
  • Follow 100% of INSO policy directives;
  • Observe and maintain the confidentiality and security of all NGO information;
  • Observe and maintain the confidentiality and security of any documentation/procedures as outlined by Director
To adopt professional conduct and positive attitude
  • Manage your time in the office effectively. Use your free time to check and clean up the INSO registration database, database as well as the compiling of graphs / central contacts list / annex 4 /  and keep up to date the TW / SR listings.
  • Work to ensure a positive working atmosphere enhancing a cordial working relationship.
Posting details:
  • This position is based in Nairobi.
  • The position requires the holder to be able to undertake tasking at short notice with due regard to the security environment
  • The position requires the holder to be able to work effectively and efficiently unsupervised. The selected candidate must be able to plan and manage their own time effectively. The holder must exercise a strong work ethic and take responsibility for his/her own actions.
  • This position requires a degree of flexibility with respect  to working hours
Mandatory Requirements: (Applicants MUST have all these)
  • Bachelor in IT, Journalism, Communication, Political Sciences, History, or any other equivalent diploma
  • 2 or more years of work  experience involving Excel production of high quality graphics
  • Fluency in English (working language) with good writing capacities
Preferred Characteristics: (Applicants SHOULD have 1 or more of these)
  • 2 or more years of work experience with NGOs
  • Excellent Excel knowledge, including production of high quality graphics
  • Experience in high quality report production
  • High focus and concentration capacity
  • Successful experience in data entry of complex non-quantified information
  • Demonstrated capacity to work with minimal supervision and maintain a high level of engagement
  • Good knowledge of Word, PowerPoint, Internet
How to Apply:

Interested persons are requested to send the following to not later than 17:00GMT on the 10th of November 2014 and ensure to reference ‘INSO Information Assistant’ in the subject line of your email. 

Only shortlisted candidates will be contacted after the closing date.

Cover Letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO (2 page maximum).

Up to date CV (5 page maximum).

Please do not send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.

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