Job Title: Administration Assistant – KKCF
Department: HR and
Administration
Reports to: Programme
Manager- KKCF
Start Date: Immediately
Location: Kakuma,
Turkana County – Kenya
Job description
The Africa Enterprise
Challenge Fund (AECF) is a leading development finance organization that
supports businesses to innovate, create jobs and leverage investments in order
to create resilience and sustainable incomes in rural and marginalized
communities in Africa. Launched in 2008, AECF has invested in 292 businesses
across more than 40 value chains and 26 countries in sub-Saharan Africa. We focus
specifically on agribusiness, renewable energy, and climate technologies, while
also addressing the cross-cutting themes of gender, youth, and fragile
contexts.
In just over a decade,
we have impacted more than 27.7 million lives, created close to 24,000 jobs,
and leveraged over US $740 million in matching funds.
AECF is headquartered in
Kenya, with offices in Côte d’Ivoire and Tanzania.
About Kakuma Kalobeyei
Challenge Fund (KKCF)
AECF is the implementing
partner of IFC for KKCF, a competitive financing mechanism for disbursing donor
funding to incentivize for-profit companies, social enterprises, and local and
refugee entrepreneurs to start or scale existing operations in the
Kakuma-Kalobeyei area, in Northern Kenya. IFC and AECF are keen to ensure efficient
management of social environment and governance risks for the KKCF programme
and across AECF.
The Administrative
Assistant will provide operational and administrative office support including
Travel, Logistics, Security, Events Management and Procurement support to the
assigned KKCF Programme ensuring smooth office operations and events management
leading to effective travel management and programme operations.
Responsibilities
- Work with the Programme Manager – KKCF in
scheduling meetings, taking minutes, co-ordinating reporting etc. with
stakeholders in Kakuma, internally and with donors.
- Work with the Procurement, Finance &
Administration unit to co-ordinate day to day travel and logistics
management to ensure that all travel and logistics complies with AECF’s
travel policy.
- Support the KKCF team in logistical and travel
arrangements – air tickets acquisition as per the AECF Travel policy and
guidelines.
- Process travel authorizations, confirm budgets,
obtain relevant approvals and prepare travel LPOs’ for verification and
signature for the assigned KKCF program team.
- Provide procurement support by sourcing for
quotations for purchases within the assigned thresholds for the KKCF
program.
- Ensure that suppliers invoices are received in a
timely manner and recorded into the available system and check invoices
from travel agents and certify accuracy for payment.
- Confirm that claims submitted match provided
itineraries and follow up reimbursements where there are deviations.
- Follow up and ensure all the assigned programme
events are booked in a timely manner and run smoothly.
- Ensure that there is office orderliness by
ensuring there is adequate resources i.e., stationery, and other office
supplies for effective office operation.
- Facilitate effective Management of office protocol
and etiquette, handling telephone calls, appointments, mails and
responding to routine emails and correspondences.
- Ensure security and integrity of office data,
records, equipment and documents, including classified materials.
- Receive and register any grievances reported at
the office.
- Forward the grievances received and registered
within stipulated timelines with the person designated with the
responsibility of managing grievances relating to the KKCF program.
- Liaise with other community grievance redress
mechanisms for information on any project related grievances.
- Any other related duties as may be assigned from
time to time by the programme manager.
Qualifications
- Diploma in Business Administration, Human
Resources, Procurement and in any other business-related discipline.
- Computer proficiency and familiarity with a range
of software applications including MS Office suites
- Must have a minimum of three (3) years of work
experience.
- Strong communication and organizational skills
that reflect ability to perform and prioritize multiple tasks seamlessly
with excellent attention to detail.
- Demonstrate strong people management and customer
service skills.
- Demonstrated proactive approaches to
problem-solving with strong decision-making capability.
- Demonstrated ability to achieve high performance
goals and meet deadlines in a fast-paced environment.
- Have excellent communication and presentation
skills.
- Excellent organisational and project management
skills.
- Demonstrate strong people management and
negotiation skills.
- Strong cross-cultural skills and versatility in
dealing with different types of partners and stakeholders.
How to apply
The AECF is an Equal
Opportunity Employer. The AECF considers all applicants based on merit without
regard to race, sex, color, national origin, religion, age, disability, or any
other characteristic protected by applicable law. Applicants from local
community are highly encouraged.
If you believe, you can
clearly demonstrate your abilities to meet the relevant criteria for the role
register & Apply on https://recruitment.aecfafrica.org. To be considered, your
application must be received by 1 March 2021. Only shortlisted
candidates will be contacted. For more information, please visit www.aecfafrica.org
