Administration Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

Overall purpose of the role

The Administration Assistant is responsible for the front office duties and is part of the administration team supporting the department. The position holder is the primary interface between DRC and the general public that visit or telephone the Regional Office. As such the administration assistant must be able to represent DRC professionally and always be friendly and pleasant to all callers and visitors.

Key responsibilities:

Front office:

• Receive, screen and welcome visitors and direct them to relevant staff.
• Answer incoming calls at the switchboard, forwarding to appropriate staff or taking messages as required.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Prepare and dispatch all outgoing mail.
• Ensure reception area is neat at all times. Promptly attend to visitors ensuring no crowding at the reception area.

Administrative support:

• Ensure all rental and utility bills (telephone, electricity, water, security, thuraya, etc) for the DRC office and leased houses are paid on timely basis.
• Maintain a tracking system for all utility payments and update on monthly basis.
• Ensure travel and accommodation invoices are paid on timely basis.
• Ensure all new staff has job identification (staff IDs) and business cards as required.
• Process payments for office vendors such as newspapers, milk & lunch supply.
• Coordinate bookings for the conference rooms for internal meetings and arrange for required refreshments and stationaries. Liaise with relevant staff to ensure the conference room is always ready for use.
• Photocopy telephone bills for staff exceeding the set limits as per the RO telephone policy and ensure payments are made for excess bills. Maintain a record.
• Administer the stationery store and office supplies ensuring records and controls are in place. Advise on utilization on monthly basis and place timely orders for re-stocking.
• Maintaining an effective filling system for all administrative & travel related documents.
• Maintain and update the EAGL Events calendar.
• Any other duties which are designed to improve the operations of the administration department.

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

• Higher Diploma in Front office management, Business Administration, or any other equivalent field.
• At least three years’ experience in busy office handling front office and office administration, preferably with an NGO.
• High degree of English language proficiency – both written and oral.
• Excellent IT skills in Word, Excel, Outlook
• Knowledge on how to operate PABX switchboard, high-speed copier/scanner and other office equipment.
• Pleasant & diplomatic personality and must be able to represent DRC professionally at all times.
• Good interpersonal and communication skills with ability to build and maintain effective relationships across the organization.

Conditions

Contract: One year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for Kenyan Staff ; Employment band NMI

Availability: January 2023

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Administration Team Leader

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process

Application and CV

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.

DRC only accepts applications sent via our online-application form on www.drc.ngo under job.

Please submit your application and CV in English no later than 18 December 2022

This is an Internal advert therefore interested internal candidates encouraged to apply.