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Administrative Assistant Job in Nairobi Kenya

Norwegian Refugee Council
BRCiS Consortium Administrative Assistant (Kenyan Nationals) 

Location: Kenya
Ref. No: 3174984606
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.
The Norwegian Refugee Council has approximately 5000 committed and competent employees involved in projects across four continents. 

In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs

The ‘Building Resilient Communities in Somalia’ (BRCiS) is a consortium of five international NGOs: Concern Worldwide (CWW), Cooperazione e Sviluppo (Cesvi), International Rescue Committee (IRC), Norwegian Refugee Council (NRC) and Save the Children International (SCI). 

The British Department for International Development (DFID) and the European Union (EU) have funded the BRCiS Consortium to undertake multi-year resilience programming in South Central Somalia, respectively for 4 years (DFID: 2013-2017) and 3 years (EU: 2015-2018).

The purpose of the assistant position is to assist in the day to day implementation of the BRCiS Project.
Job Description

General Responsibilities:
  • Adhere to NRC policies, tools, handbooks and guidelines
  • Assist with the implementation of the support function portfolio according to plan of action
  • Prepare and develop status reports as required by management
  • Ensure proper filing of documents
  • Promote and share ideas for improvement of the support function
  • Supports the Consortium Unit/Manager in all administration related issues on the BRCiS Consortium
  • Ensuring that the new project is administratively integrated to the existing system.
  • Assist in organizing and follow-up of administrative/logistical/program issues of relevance
  • Assists arranging for internal/external workshops as well as meetings, conferences
  • Organizes and tracks agenda, meetings, appointments and paper flow
Specific Responsibilities:
  • Support the Consortium Unit/Manager in all the administration related issues on the BRCiS Consortium, setting work priorities and ensuring deadlines are met.
  • Ensuring that the new project is administratively integrated to the existing system.
  • Representing the Consortium Management Unit in meetings, working groups and conferences.
  • Assist in creating content for the new BRCiS website and creating the website resource center.
  • Organizing and follow up of all administrative issues on travel, including flights, accommodation and other logistics and coordinates and prepares documents related to travel.
  • Maintaining an appropriate filing, retrieval and archiving system for the BRCiS documents.
  • Assists in arranging for internal/external workshops as well as meetings, conferences or specific subjects and coordinates and prepares all relevant documents.
  • 8Organizes and tracks agenda, meetings, appointments and paper flow and endeavors to streamline the Consortium manager’s workload.
  • Taking minutes of the meetings and conferences.
  • Support in editing and finalizing of Consortium reports to donors.
  • Creating power point presentations for the Consortium Manager.
  • Coordinating with BRCiS members on various activities, reminders of deadlines, updating the contact list.
  • Answers and screens enquiries and correspondence in an appropriate manner, based on familiarity with subject matter, and refers others to appropriate staff member or department.
  • Assist in drafting/editing correspondence, reports and documents as requested.
  • Facilitating the delivery of (hard-copy) reports and other documents to donors and/or consortium partners
  • Liaise and follow up with the logistics/admin on purchase requests (PRs), stock requisition of materials and other admin/logistical support to the BRCiS activities.
  • Raising purchase requests (PRs) for the Consortium as per required.
  • Keep the Consortium Manager informed about all administrative /logistical /program issues of relevance.
  • Support in communication activities: event organization, articles and project updates.
  • Any other duties assigned by the supervisor.
  • University/Higher Diploma in Administration and Management
  • National Certificate or equivalent level of Project Management training is added advantage
  • Computer skills in MS Office Word and Excel, and Internet
  • Minimum of 3 years’ relevant work experience (advantage)
Education field
  • Administration / Organisation / Management
Education level
  • College / University, Bachelor's degree
Personal qualities
  • Good communication and interpersonal skills
  • Good cultural awareness and sensitivity
  • Ability to plan and coordinate
  • Ability to work under pressure and meet deadlines
  • Fluency in English. Somali would be a considerable advantage
  • Meticulous attention to detail and follow-up with excellent organizational and prioritization skills
  • A flexible working style, absolute discretion and unfailing diplomacy
  • At ease dealing with people and tasks at different levels in a multicultural environment
  • Able to deal with senior staff of NGOs/UN
  • Responsive, efficient and a positive manner and the ability to work as part of a team.
  • Dynamic, eager to learn
We offer

Commencement: As soon as possible
Duty Station: Nairobi
Duration of Contract: 1 year contract with possible extension
Salary / Benefits: According to NRC's general directions. The candidate will observe NRC's code of conduct and working hours for the NRC office in Nairobi.

Miscellaneous info

Travel: Some travelling must be expected

Search criteria:
  • Location: Kenya
  • Industry: Emergency Relief
  • Special field: Administration / Office work
  • Role: Assistant
How to Apply

Visit to apply online

Deadline for application: 04/09/2016

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