Swisscontact Kenya is implementing an employer-led Dual Apprenticeship Programme for the construction industry that will run from 1st April 2022 to 31st December 2025. The aim of the project is to promote socio – economic prosperity through development of a skilled workforce that meets the evolving industry demands, starting with improving skills for young plumbers and electricians.
Job details:
Job title: Administrative and Logistics Assistant
Employment duration: 1 year with possibility of renewal
depending on performance.
Location: Nairobi, Kenya
Reporting: The Logistics and Administrative
Assistant will work under the general guidance of Project Manager, Regional
Administrator and direct supervision of Procurement and HR Officer.
Job Summary:
The
Administrative and Logistics Assistant will provide administrative and
logistics services, ensuring high quality, accuracy and consistency of work and
support a dynamic project team in realizing the strategic plan of implementing
a sustainable Dual Apprenticeship Training Program in Kenya;
Roles
and Responsibilities:
The
specific tasks to be undertaken by the Administrative and Logistics Assistant
include:
Coordination and Logistics
- 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 competitive selection of a venue services for the
conferences, workshops, and trainings upon request and according to the
established procurement procedures;
- Assist
in travel arrangements including liaison between travel agency for a route
selection, and purchase of tickets for participants and experts according
to the established travel procedures;
- Assist
in maintenance of proper filing system for administrative, finance and
project documentation
- Assist
in organizing storage of all goods procured, maintain and update inventory
list in accordance requirements
- Conduct
physical stock count every end of the week;
- Scheduling,
coordinating, booking meeting rooms and informing team members about
meeting arrangements;
- Schedule
and coordinate transport and vehicle plan with the driver;
- Support
with timesheets preparations.
- Maintain
office supplies inventory, including toner for office equipment (printers,
photocopiers) as well as kitchen supplies.
Front Desk
- Answer
and forward calls in a professional manner and check general voicemail;
- Receive
visitors in a professional and friendly manner;
- Organize
for visitor refreshments with the office assistant
- Ability
to give general project information to visitors and callers upon enquiry
Essential Functions and Responsibilities
The
Administrative and Logistics Assistant serves as a representative of
Swisscontact, displaying courtesy, tact, consideration, and discretion in all
interactions with all internal and external stakeholder in all environments. As
required by the position, S/he also maintains confidentiality on all matters.
Knowledge, Skills, and Experience:
1. Development and Operational
Effectiveness
- Ability
to perform a variety of specialized activities related to administration
and logistics including monitoring office tools.
- General
IT working skills
- Ability
to provide input to business processes.
2. Leadership and Self-Management
- Consistently
approaches work with energy and a positive, constructive attitude
- Remains
calm, in control and with good humour even under pressure
- Demonstrates
openness to change
- Responds
positively to feedback and differing points of view
Required Skills and Experience
- Education:
Bachelor’s
degree in Business Administration or equivalent disciplines.
- Experience:
At
least 2 years of proven experience in administration and logistics;
- Language
Requirements:
Proficiency
in written and spoken English language.
- Others:
o
Ability to use information and communication technologies as a tool and
resource;
o
Ability to work in a team, under pressure and uphold ethics and honesty
How
to Apply
Application Process:
Qualified candidates are encouraged to
apply with a 1-page cover letter, complete CV (STRICKLY NOT exceed 3 pages)
containing names and contacts of three professional referees (no certificate
attachments required).
Please note that applications missing any
of the requirements will not be considered and only shortlisted candidates will
be contacted.
Interested applicants with all the required
information should submit their applications to Administration Office via hr_ke@swisscontact.org by 22nd of April 2022 at 18h00hrs.**
The email subject should be: Administrative
and Logistics Assistant, DAP Kenya.
All applicants should have the legal right
to work in Kenya.