Innovations for
Poverty Action (IPA)
Job Vacancy: Administrative Intern– Field Office, Kenya
Reporting To:Administrative
Assistant
Start Date: 2nd October,
2017
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.