Communication Assistants
Administrative Assistant
Ref: NITA/KYEOP/01/2019
National Industrial Training
Authority (NITA) has partnered with the Ministry of Public Service, Youth and
Gender Affairs to implement the Kenya Youth Employment and Opportunities
Project (KYEOP) with support from the World Bank.
The objective of KYEOP is to increase
employment and earning opportunities among the youth by empowering them with
formal and informal life skills, core business skills, technical training and
work experience opportunities.
This is achieved through identified
formal and informal training service providers that provide training in
occupations that are identified in line with the key economic activities in
participating Counties.
In order to ensure delivery of its
mandate, KYEOP seeks to recruit results oriented Kenyan citizens with drive,
vision and creativity to fill various positions at NITA Headquarters based in
Nairobi on a one (1) year renewable contract.
The key responsibility for this
function to handle and manage project grievances.
Responsibilities
·
Handle and give relevant, timely and
accurate feedback on inquiries and grievances relating to Component one of the
Project as guided by the project Communications Specialist;
·
Coordinating receipt of grievances
from all stakeholders and ensuring that necessary records of the same are made;
·
Supervising the screening and
processing of all grievances;
·
Ensuring that complainants are
attended to and advised on ways to resolve the grievances;
·
Monitoring grievances and ensuring
that complainants are updated on the status of their grievances;
·
Ensuring that data is received,
uploaded and updated into the Management Information Systems (MIS) and other
relevant KYEOP records;
·
Ensuring all correspondence and
records are up to date and filed accurately in respective files including
e-files;
·
Responding to inquiries by complainants
and providing appropriate feedback;
·
Assisting in preparation of various
KYEOP grievance reports as and when required;
·
Any other duty that may be assigned
from time to time.
Qualifications
·
Minimum degree in Humanities such as
Communication, Journalism, Media Studies, Public Relations, Conflict Resolution
or any other related field;
·
Additional qualifications in
grievance handling and management will be desirable;
·
Minimum three (3) years’ experience
handling and managing grievances in project set up and or in similar situation;
·
Should be 35 years old or less;
·
Have the ability to be creative and
detail-oriented;
·
Have excellent organizational and
communication skills;
·
Ability to write clearly and
concisely;
·
Ability to think and work logically
and work precisely with attention to detail;
·
Self-motivated, energetic, and
extremely organized;
·
Manages time and priorities
efficiently, shows enthusiasm, and allows for flexibility;
·
Experience in communications, media
or public relations is a plus.
·
Must be available for local travel
within short notice.
Competencies
·
Must be proficient in Microsoft
Office (Word, Excel, and PowerPoint).
·
Experience in Adobe Creative Suite,
Corel, and InDesign is preferred.
·
Excellent communication, writing and editing skills, and Alternative Dispute
Resolution [ADR] Skills
·
Complaints Resolution skills will be
considered an asset.
Reporting
The Communications Assistant –
Grievance Handling and management will be reporting to the Project
Communications Specialist.
Administrative Assistant
Ref: NITA/KYEOP/02/2019
The key responsibility for this
function is administer and manage the front project office at NITA – KYEOP
Headquarters’.
Responsibilities
·
Undertake and coordinating front
office, reception duties and maintaining and managing office diary and
e-office,
·
Organizing and schedules appointments
and meetings, taking minutes, sending of notices, agendas and appointments; and
using e-office to process date;
·
Handling general customer inquiries
and directing to thematic officers for response to technical enquiries;
·
Administration and management of
transport, custodian of work tickets, insurance of vehicles, coordinating
travel arrangements and other travel logistics including;
·
Office asset management and
overseeing the provision of office space, equipment, furniture, office supplies
and employment cards;
·
Ensuring security of office records,
equipment and documents including classified materials;
·
Maintaining an up to date filing
system in the office, dispatching of files and other documents;
·
Establishing and monitoring
procedures for record keeping of correspondences and file movements;
·
Maintaining contact lists, answering
direct phone calls, providing general support to visitors, preparing responses
to routine correspondences; acting as the point of contact for internal and
external clients; and drafting letters for review and signature;
·
In consultation with the Operations
Officer, order office supplies and book travel arrangements;
·
Managing office protocol and
etiquette;
·
Ordering office supplies and
supervising office cleanliness;
·
Managing petty cash and other office
administrative services
·
Guide and supervise other office
administration officers;
·
Ensuring security, integrity and
confidentiality of date;
·
And any other duties that may be
assigned.
Qualifications
·
Undergraduate Degree in Business and
Office Management and or related degree with additional qualification as an
Administrative Assistant.
·
Proven experience as an
Administrative Assistant, or office Administrative Assistant
·
Knowledge of office management
systems and procedures
·
Working knowledge of office
equipment, like printers and fax machines
·
Proficiency in MS Office (MS Excel
and MS PowerPoint, in particular)
Competencies
·
Time management – Excellent time
management skills and the ability to prioritize work
·
Problem solving skills – Attention to
detail and problem solving skills
·
An excellent communicator –
Excellent written and verbal communication skills
·
Organized and detail oriented –
Strong organizational skills with the ability to multi-task
·
Protocol and cultural respect –
Demonstrates excellent knowledge of protocol, respect, and consideration for
different cultures in all communications.
Reporting
The Front Office and Administrative
Assistant will be reporting to the Project Coordinator and will be providing
services under the daily guidance of the Deputy Project Coordinator/Head of
Operations.
Procurement Assistant
Ref:
NITA/KYEOP/03/2019
The
key responsibility for this function is to assist in procurement of goods and
services and support management of project stores.
Responsibilities
·
Assist in preparing shopping
documents and assisting in the preparation of Bidding Documents (under NCB
procedures) for Goods including their issue/dispatch and coordination for
providing required clarifications.
·
Support preparation of Invitation for
Bid (IFB) and arranging their publication/notification to prospective bidders.
·
Assist in opening of technical and
financial proposals and bids and preparing minutes of bid opening and required
tabulation statements for preliminary check of bids and arithmetical checks.
·
Support follow up for convening
Evaluation Committee Meetings for evaluation of various proposals and bids and
assisting in the preparation of draft Proposal/Bid Evaluation Reports.
·
Assisting in preparation of various
types of contracts/agreements/purchase orders.
·
Assisting in the preparation of
Request for Expression of Interest (REOI) for consultancy services and
arranging for their publication and preparation of EOI Evaluation/Short listing
Reports.
·
Assisting in preparation and updating
of Procurement Plan as and when required.
·
Assist in ensuring an effective and
efficient record keeping system for maintaining proper documentation of all
procurement activities.
·
Assist in issuing and receiving of
stores, stock taking, preparation and maintenance of stock records
·
Any other procurement related duties
assigned by Procurement Specialist.
Qualifications
·
Bachelor’s degree in Procurement and
Supply’s Management from a recognized institution.
·
Minimum 3 years’ general/professional
experience and 1 year respectively specific/relevant experience in procurement
for goods and consulting services associated with the implementation of
projects.
·
CPSP/CIPS Part three (3).
·
Valid KISM Membership/Membership of a
Recognized Procurement Professional Body.
Competencies
·
Familiarity with government
procurement procedures and guidelines.
·
Excellent in computer skills
including, Excel, Word, Microsoft Office or equivalent packages.
·
Be proactive, a self-starter, team
player and ability to work without supervision.
Reporting
The
Procurement Assistant will report to the Project Procurement Officer and will
have working relationships with other stakeholders.
Drivers (15 Posts)
Ref:
NITA/KYEOP/04/2019
15 posts
15 posts
The
key responsibility for this function is to drive project vehicles assigned and
ensure safety not only for the motor vehicles but also for the passengers
(project team)
Responsibilities
·
Drive motor vehicle as authorized to
approved official functions in a manner compatible with recognized local and
international safety standards
·
Be responsible for routine checks,
perform basic day-to-day maintenance of the assigned vehicle; perform minor
repairs and arrange for regular check-ups and repair of unit’s vehicles
including checks on the vehicle(s) cooling; oil; electrical and braking system
amongst others.
·
Maintain work tickets of vehicles
assigned, including maintaining records of project vehicle, logging official
trips, daily mileage, fuel consumption and other mechanical services of the
vehicle.
·
Follow up on renewal of vehicle
insurance, inspection and other related compliances.
·
Ensure security and safety of
vehicles on and off the road.
·
Detect and report any vehicle system
malfunction.
·
Oversee and ensure safety of authorized
passengers/goods.
·
Maintain cleanliness of motor
vehicle.
·
Provide communication link with
project staff.
·
Maintain accurate, up to date record
on vehicle condition report, fuel consumption.
·
Administer first aid.
·
Support other project tasks including
taking photographs during official functions.
·
Undertake other official functions
including support to office management, delivering letters/project documents
and photocopying amongst other official tasks.
Qualifications
·
Completed Secondary School Education,
KCSE Certificate; minimum Grade D Plain or its equivalent qualification;
·
Valid license for the last five (5)
years, and proof of driving minimum five (5) years’ work experience as a
driver; safe driving record; knowledge of driving rules and regulations and skills
in minor vehicle repair;
·
Suitability test for drivers;
·
Occupational Trade Test II for
drivers;
·
Defensive driving certificate from a
recognized institution;
·
First-aid Certificate;
·
Certificate of good conduct from
Directorate of Criminal Investigation (DCI);
·
Show merit and ability as reflected
in work performance and results.
·
Ability to manage motor vehicle fleet
and familiarity with other office operations like photocopying and computer
literacy will be an added advantage.
Competencies
·
A client oriented approach to work.
·
Respect, tact and consideration for
different cultures in all communications.
·
Skills to manage relationships.
·
Capacity to work for long hours
·
Fluent in Kiswahili, English and
native language
·
Demonstrates excellent knowledge of
protocol
·
Demonstrates excellent knowledge of
security issues
Reporting
The
Driver will be providing services under the daily guidance of the Project Front
Office/Administration Assistant and or the County Project Coordinator, with
overall guidance of Projects Operations Officer.
How to Apply
Interested
persons should download and fill the NITA APPLICATION FOR EMPLOYMENT FORM REF:
NITA/HR&ADM/HRP/01 from the NITA website www.nita.go.ke.
In
addition, please attach copies of professional/academic certificates, testimonials,
copy of National Identity Card or Passport in envelopes clearly marked the
Reference Number and position being applied for and addressed to:
Director General
National Industrial Training Authority
P.O Box 74494-00200
Nairobi.
To
reach by Friday, 5th July, 2019 at 5:00 p.m.
Please
note:
1. NITA is an equal opportunity employer;
2. Persons living with disabilities are encouraged to apply;
3. Persons from marginalized areas are encouraged to apply;
4. Only shortlisted candidates will be contacted;
5. Canvassing will lead to automatic disqualification.