Unit Summary
This position combines expertise in administrative work
with facilities management responsibilities and ensuring the smooth operation
of teachers’ compounds, main offices, accommodations, and cleaning services for
LWF Dadaab area Program.
Overall
purpose/Broad function
The administrative assistant will ensure organization’s
office activities run smoothly and efficiently with the primary goals being to
direct and supervise the support services of the organization thus facilitate
successful outcomes. The incumbent will conduct his or her duties in respect of
the LWF Charter on Child Safeguarding Policy and against Sexual Exploitation
and Abuse Policy.
Key duties and responsibilities
- Maintain the R&R schedule and
maintain leave tracking to ensure complete documentation for movement at
all times for Dadaab based staff.
- Maintain and update all
administration files and general records in an organized manner for easy
information and record retrieval.
- Assist in organizing and
coordinating logistical arrangements pertaining to various events such as
meetings, briefings and work related travel/accommodation and attend
meetings.
- Ensures that office premises,
furniture and equipment are properly managed and maintained in liaison
with the Logistics Officer.
- Request for supplies (office and
accommodation) i.e. stationeries, consumables, linen, toiletries and
cleaning material on time, distribute to staff/outsourcing company and
track usage
- Assists with completion of
necessary reports or compilation of information as requested.
- Ensures that office premises,
furniture and equipment are properly managed and maintained in liaison
with the Logistics Officer.
- Co-ordination of cafeteria and
supervision of the staff at the cafeteria to ensure cleanliness in the
kitchen and ensuring all kitchen staff have met the set criteria to
operate in the kitchen and have food handler’s certificates.
- Request for food supplies and
ensuring that sufficient food has been ordered and supplied promptly to
the different camps on time and in the required quantities.
- Receive invoices and review for
accuracy before onward ensure that sufficient food has been ordered and
supplied promptly to the different camps on time and in the required
quantities.
- Travel & Accommodation
co-ordination arrangement and key contact person for flight bookings for
Dadaab based staff in liaison with Nairobi office.
- Perform clerical duties
- Coordination of accommodation
booking in for visitors in Dadaab and ensure they are invoiced for
payments.
- Oversee general compound
maintenance across the residential compounds. (Plumbing, Carpentry and
Electrical)
Supervisory
responsibilities
- Oversee cleaning staff and follow
up on the general compound cleanliness, hygiene, and services provided to
ensure common staff areas and cleanliness levels are well adhered to
- Participate in induction and
orientation of new staffs that joins the organization on how they interact
with Organization’s facilities.
Education/Professional
Designations/Experience:
- Minimum of a Diploma in Business
Administration, Human Resource or related field from a recognized
Institution. A Bachelor’s Degree will be an added advantage
- At least 3 years’ experience in
an administrative role.
Other
Specific Skill Requirements:
- Knowledge of health and safety
regulations and best practices in facilities management.
- Strong emphasis on accuracy and
details
- Ability to handle multiple
projects simultaneously to meet goals and deadlines
- Proficient in Microsoft Office
programs, such as Excel
- Good time management and
organizational skills
- Basic mathematical knowledge
- Strong organizational skills,
attention to detail, and the ability to multitask effectively.
- Excellent communication and
interpersonal skills for coordinating with staff, contractors, and
vendors.
- Problem-solving mindset and the
ability to make decisions under pressure.
- Proficiency in using computer
applications and maintenance management software.
Success
Factors:
- A clear understanding of the
facilities operations(SOPs) and following the right procedure when
receiving, asset & facilities management and also ability to enforce
compliance with LWF World Service and donor policies and procedures
- High level of dependability and
productivity at the work place
- Excellent problem solving and
decision-making skills
- A demonstrated ability to work
well as a team player with high degree of initiative, flexibility and
tolerance
- A demonstrated ability to work
quickly and accurately, meet deadlines and process information
- High level of accountability,
honesty, transparency and professional integrity
- Promoting team work within the
organization while working with other colleagues.
How To Apply