Administration Assistant
The Norwegian Refugee Council (NRC)
is a non-governmental, humanitarian organization with 60 years of experience in
helping to create a safer and more dignified life for refugees and internally
displaced people. NRC advocates for the rights of displaced populations and
offers assistance within the shelter, education, emergency food security, legal
assistance, and water,sanitation and hygiene sectors.
NRC’s Horn of Africa operation
comprises of large-scale multi-country humanitarian and early recovery
interventions spread across nine countries (Kenya, Somalia, Ethiopia, Djibouti,
South Sudan and Yemen), and most recently Eritrea, Uganda and Tanzania. NRC’s
overall strategy in the region is to ensure a greater number of vulnerable
people in hard to reach areas get access to humanitarian assistance, become
resilient to future disasters and find durable solution. The regional office is
based in Nairobi and works with country programmes to ensure standardization of
programmatic and operational approaches, promote multi country programming and
ensuring quality and coordination.
Reporting to the Administration
Officer the Administration Assistant will be responsible for NRC’s reception
area and for giving administrative support at the Nairobi office. This is a
temporary post for a period of six months.
Roles
·
Welcome visitors to the NRC office,
and direct them accordingly
·
Adhere to NRC policies and procedures
·
Receive incoming calls and make
outgoing calls according to needs
·
Ensure order and cleanliness of the
reception area
·
Receive, distribute and register
faxes, mails, documents and reports
·
File administrative documents
according to procedures
·
Arrange for staff and visitors,
flight bookings, transport and accommodations
·
Make appointments and keep
itineraries for the Regional and Country Director and NRC visitors when
required;
·
Implement NRC Terms and Conditions of
service, policies, and procedures.
·
Receive and record all incoming
deliveries (correspondences) and liaise with the appropriate members of staff
for the delivery and distribute letters into respective pigeon holes or offices
Occasionally assist in the preparation of large mail shots and preparation of
materials for events
·
Assist in any administrative matters:
filing, typing, updating of contact lists.
·
Receive and reconcile all flight and
accommodation invoices
·
Filling in for the Executive Assistant
when needed.
·
Fulfil any other related duties as
instructed.
·
Sit in for the Admin Officer when
absent or on leave
Job Qualifications
·
Experience from working with
administration
·
Previous experience from working in
complex and volatile contexts
·
Documented results related to the
position’s responsibilities
·
Knowledge about own skills/profile
·
Good oral and written communication
skills
·
Good interpersonal skills
·
Good cultural awareness and
sensitivity
·
Presentable, friendly and patient
·
Basic Computer skills in MS Office
Word and Excel, and Internet
How to apply
Apply here for the Administration Assistant Job