Admin Intern
Overall purpose of the
role:
The Admin Intern is the
primary interface between DRC and the general public that visit or telephone
the Regional Office. As such, he/she must be able to represent DRC
professionally and always be friendly and pleasant to all callers and visitors.
The Intern is responsible for the front office duties and giving support to the
administration department.
Key responsibilities
Front office:
- Receive, screen and welcome visitors and direct
them to relevant staff.
- Answer incoming calls at the switchboard,
forwarding to appropriate staff or taking messages as required.
- Respond to general enquiries and refer to
appropriate staff members.
- Receive, record, and distribute all incoming
correspondence and deliveries.
- Prepare and dispatch all outgoing mail.
- Ensure reception area is neat at all times.
Promptly attend to visitors ensuring no crowding at the reception
area.
Administrative support:
- Maintain tracking system for all Admin related
payments and update on monthly basis.
- Assist in organizing storage of all Admin
supplies, maintain and update inventory list in accordance to requirements
- Ensure all Admin related invoices (Accommodation,
travel, telephone, electricity, water, security, Thuraya and service
contract etc.) are paid on timely basis; and constant follow up on the
same is done monthly.
- Ensure all new staff have job identification
(staff IDs) and business cards as required.
- Coordinate bookings for the conference rooms for
internal meetings and arrange for required refreshments and stationaries.
Liaise with relevant staff to ensure the conference room is always ready
for use.
- Share monthly telephone and utilities’ bills with
staff and ensure bills exceeding the set limits as per the RO telephone
and expat benefit policy are paid by staff in time.
- Administer the stationery store and office/kitchen
supplies ensuring records and controls are in place. Advise on utilization
on monthly basis and place timely orders for re-stocking.
- Maintaining an effective filling system both in
soft and hard copies for all administrative & travel related
documents.
- Prepare all Admin related PRs and LVO’s in liaison
with the SC and the Team Leader Administration and follow up on timely
deliveries.
- Assist in administrative and logistical
arrangements for the project and general office events e.g. renting of
premises, arrangement of accommodation, transportation, and providing
complete financial documents on time.
- Assist in organizing and planning for conferences,
workshops, and trainings upon request and according to the established
procurement procedures.
- Any other duties which are designed to improve the
operations of the administration department.
Competences:
In this position, you
are expected to demonstrate DRC’s five core competencies:
- Striving for excellence: You focus on reaching results
while ensuring an efficient process.
- Collaborating: You involve relevant parties
and encourage feedback.
- Taking the lead: You take ownership and
initiative while aiming for innovation.
- Communicating: You listen and speak
effectively and honestly.
- Demonstrating integrity: You act in line with our
vision and values.
Qualifications and
Experience
- Bachelor’s degree in Business Administration, or
any other equivalent disciplines
- At least two years’ experience in busy office
handling front office and office administration, preferably with an NGO.
- High degree of English language proficiency – both
written and oral.
- Excellent IT skills in Word, Excel, Outlook
- Knowledge on how to operate PABX switchboard,
high-speed copier/scanner and other office equipment.
- Basic Finance and Supply chain is an added advantage
- Consistently approaches work with energy and a
positive, constructive attitude
- Responds positively to feedback and differing
points of view
- Pleasant & diplomatic personality and must be
able to represent DRC professionally at all times.
- Good interpersonal and communication skills with
ability to build and maintain effective relationships across the
organization.
- Commitment to DRC values.
Conditions
Contract: 6
months contract. Salary and other conditions are offered in accordance with
DRC’s Terms of Engagement for Kenyan Interns.
Availability:
June 2022
Duty station:
This position is based in Nairobi – Kenya
Reporting Line: Team Leader –
Administration
How to Apply
Only motivated
applications that address the stipulated duties and meet the required
qualifications, sent together with a CV, will be considered.
DRC only accepts
applications sent via our online-application form on http://www.drc.ngo under Vacancies.
Those who had previously
applied need not apply.
Please submit your
application and CV in English no later than 26th May 2022.
