Job Title: Admin Assistant
National Position
Background: Danish Deming Group (DDG) is a department under Danish Refugee Council (DRC). Danish Demining Group’s (DDG) mandate is to recreate a safe environment where people are free from the threat of landmines, explosive remnants of war and small arms and light weapons.
S/he works closely with relevant
staff to ensure processes are executed in a well-coordinated, well-informed and
timely manner.
Responsibilities and Tasks
To achieve the position’s objectives
the Admin Assistant will perform the following tasks:
Administration
- Office management (respond to inquiries, day
to day office movement, car management, taxi coordination).
- Perform general clerical duties but not
limited to photocopying, scanning, filing, faxing, mailing.
- Arrange staff travel both commercial and
humanitarian flights.
- Manage the accommodation of staff passing
through the regional office and in charge of DDG guesthouse
administration.
- Offer support to staff in obtaining travel
documents e.g. visa, travel permits.
- Routinely re-order office supplies.
- Update mail/phone directories.
- Update the Internal, ECHO and UNHAS staff
list.
- Ensures an effective filing and archiving
system (soft & hard copies) for all documents.
- Manage the repair and maintenance of computer
and office equipment.
- Monitor insurance coverage, apartment leases,
telephone services (Safaricom, Thuraya) to ensure timely payment.
- Internal and external mail and cheque
dispatch.
- Set up and coordinate meetings and
conferences.
- Keep track of all bills e.g. electricity,
water and ensure timely submission to the finance officer for payment.
- Assists HR Officer in ensuring that relevant
staff records are maintained up to date.
Logistics
- Carries out procurement in compliance with DRC
and relevant external rules/regulations in a timely manner with a
value-for-money lens and with a high level of integrity;
- ensures all procurements are thoroughly
documented and properly archived; ensures items are received in good time and
meet requestor specification.
- Responsible for accurate asset tracking, asset
tagging, asset lists and archiving of asset lists
Education / Experience Needed:
- Bachelors’ degree in Business Administration
or relevant degree.
- Minimum 3 years’ experience in an
administration role in a busy office preferably NGO;
- Experienced administrative professional who is
dependable and highly organized, enthusiastic with a positive attitude
- Experience in the use of computers and office
software packages (MS Word, Excel, etc)
- Good internet skills, including use of e-mail
programs and group messaging
- Excellent oral and written communication
skills; attention to detail is critical
- Able to uphold high ethical and professional
standards
- Good personal organizational skills, including
time management, team work, ability to meet deadlines and work under
pressure with minimal supervision
- Self-starter who can work independently with
minimal supervision
- Independent thinker with good planning and
organizing abilities
- Good analytical skills
- Self-motivated and able to prioritize multiple
tasks in a fast-paced environment with the flexibility to work extended
hours when required
- Able to maintain the highest levels of
confidentiality
Reporting Line: Reports
to the Head of Program Support
Location: Nairobi Office
Duration: 1 year contract with possibility of extension
General Commitments: DRC
has a Humanitarian Accountability Framework, outlining its global
accountability committments. All staff are required to contribute to the achievement
of this framework (http://www.drc.dk/HAF.4265.0.html)
For more information about our work
and organisation, please visit our website http://www.danishdemininggroup.dk/.
Application and CV
Application and CV
Interested applicants should submit:-
1. 1 Page Cover Letter clearly
stating their motivation and qualifications
2. Concise and accurate CV (maximum 3
pages). Including three professional referees.
The application should be sent to:
Job@ddghoa.org and subject line should read ADMIN ASSISTANT.
The deadline for submission of
applications is the 31st January 2015.