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Administrative Intern Job in Kenya - NGO

Innovations for Poverty Action (IPA)

Job Vacancy: Administrative Intern– Field Office, Kenya
Reporting To:Administrative Assistant
Start Date: 2nd October, 2017
Location: Busia

Duration: 2 Months
Deadline to Apply: 17th September, 2017
Eligibility: Position open to local Kenyan hires only
About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is an international non-profit research organization dedicated to discovering and promoting effective solutions to global poverty problems. 

IPA works in partnership with development partners and academic researchers to create and evaluate approaches potential solutions to poverty problems using randomized evaluations in the fields of health, education, microfinance, governance and agriculture. 

We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.
About the Role: The Administrative Intern under the general supervision of the Operations Coordinator and the direct supervision of the Administrative Assistant and within the limits of Innovations for Poverty Action-Kenya policies and procedures, maintains office operations within IPA-K Office in (Busia). 

Below is a list of some of the general duties and responsibilities of the Administrative Intern to be carried out as needed according to the determination of the supervisor.

Duties and Responsibilities
·                     Front office /Reception management including guiding and welcoming visitors, answering calls, responding to enquiries, taking/relaying messages etc.
·                     Coordinate the courier service and ensure correct and timely billing of courier services to projects.
·                     Coordinating and ensuring office cleanliness at all times and Supervising office cleaner/cleaning company
·                     Ensure that the office runs smoothly, specifically overseeing the management of general office supplies and stationery to ensure the smooth running of the organization.
1.           Ordering, shopping and distributing of office supplies for the office, including cleaning items, tea supplies and others, through process maker
2.           Oversee the ordering and management of kitchen and cleaning supplies
3.           Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders and stocking items
·                     Accurate budget tracking for Local Service Fees cost of the duty station (LSF), space allocation and billing for the office, and any other costs that need to be allocated to projects.
·                     Ensuring utility bills are up to date to avoid electricity and water interruptions
·                     Keep track of office related payments deadlines, contracts, for effective office management to avoid any penalties or inconveniences.
·                     Logistics:
1.           Support in the booking of accommodation and making ground transport arrangements and for visitors and staff in the region you are supporting
2.           Support in booking venues for meetings and trainings when required, and assist in event planning and implementation
3.           Ensure timely billing of vehicles used by staff in the region you support, and effective management of vehicles, including IPA owned vehicles.
·                     Safety and Security
1.           In charge of monitoring the guards and alarm services as per the guidelines provided
2.           Ensuring First aid kits and other safety equipment such as fire extinguishers have been serviced and are up to date
·                     Any other duties as assigned by the supervisor
Required Qualifications
·                     Diploma in Business Administration or related field.
·                     Flexible, motivated and ability to persistently drive issues to closure
·                     Ability to operate in a dynamic environment and communicate with various levels of staff
·                     Strong work ethic, team player and ability to maintain a high degree of integrity & professionalism in performing assigned responsibilities
·                     Good spoken and written English is essential
·                     Well organized and keen to detail
·                     Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
How to Apply

CLICK HERE to apply online

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Administrative Intern -Field Office Kenya. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant.

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