Administrative Assistant
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Job Description
Job Purpose/Objective
The Administration Assistant is responsible for providing support to all staff in IRC’s Nairobi International Hub. The position also serves as an assistant to the Senior Administration Officer.
Key Responsibilities
Staff Support
• Handle all visa processes for IRC staff and program support.
• Handle travel – Air & Taxi & special transport requests
• Prepare payment requests for the office, Advances & Travel reimbursement for staff expenses.
• Prepare purchase requests for IHUB Support Team
• Process visa applications for staff and follow up on issuance with respective Embassies.
• Arrange transfers/transport to facilitate local transport.
• Ensure accurate and prompt delivery of mail/messages/parcels.
• Using the IRC format, generate reference letters for visas.
• Using the format for referred visas, process to MOFA and follow-up.
• Assist in data entry in the Immigration report for submission to MOFA.
• Generate reference letters for visas/bank recommendation.
• Manage the travel app…. Manage Travel Services
• Process travel invoices for payment of air tickets & taxis
• Liaise with Taxi/Cab companies, Liaise with contracted taxi companies.
• Manage hot desking app…Manage hot desking at IHUB.
• Liaison with the agents of the building
• Filing all related admin documents in a systematic manner
• Assist in printing for staff when necessary-
• Manage the courier services.
Management of the Office
• Ensure adequate stock of office supplies/printing & stationery section.
• Office store management – Asset inventory list & expendable stock
Training New staff during the Administration induction
• Train new staff on how to use the Travel App booking system for ground transportation.
• Help the new staff with how to access the IHUB office workspace guide for them to start navigating around the IHUB office.
• Train the new staff on how to book a seat at the IHUB office.
Conferences – Supporting IRC guests attending regional conferences.
• Attending preplanning meetings with coordinators organizing for regional conferences in Kenya.
• Reviewing tickets and budget codes shared by the workshop participants for hotel and airport transfers costs.
• Making prior Airport transfers booking with the Travel companies, for the participants attending conferences.
• Making room reservations for the participants attending conferences.
• Arranging ground team transportation for the participants attending conferences in other parts of the country for example Naivasha and Mombasa.
• Monitoring ground team transportation for the participants visiting different parts of Nairobi for team building and group meetings.
Handle Airport transfers and Taxi requests by Monitoring the PTG and Absolute booking system, account Management system.
• Adding new staff to the system and deleting exited staffs.
• Reviewing biweekly invoices and ride receipts to ensure timely payment process.
• Retrieving transport expense reports.
• Train new staff on how to use the PTG booking system.
• Following up on budget codes and the payment process to ensure timely payments to the vendors.
• Monitoring the booking portal to ensure timely transfers.
• Liaising with the travel companies to ensure quality services are rendered to our clients.
Handle Hotel requests and follow up on timely payments.
• Ensure the new expatriates’ hotel room reservations are made prior to arrival.
• Make room reservation for IRC guests.
• Ensure our clients are given quality services at the hotels.
• Following up on the hotel payment process for hotels to ensure timely payment.
Representing IHUB office during the Tender committee for the new Travel companies
• Attending the Tender Committee member training.
• Involved in Tender box opening and signing of the bids received.
• Engaged in planning on timelines for bids received evaluation.
• Attending physical meetings to evaluate the proposals shared by different travel companies.
• Awarding marks to the travel companies based on the assessment tool used to review performance.
• Conducting site visits to travel companies and assessing the capacity of the companies.
Working with Integra system: -
• Processing Purchase Requisitions for IHUB office and kitchen supplies as well as different requests made by staff meeting at the IHUB office.
• Ensuring all the necessary Kitchen supplies are included on integra.
• Following up with the vendors to ensure the supplies are delivered in a timely manner.
Support Expatriates with Hotel bookings and Ground transportation
• Ensure the new expatriate hotel and airport transfers booking are done prior arrival.
• Review the hotel agreements and share them with the IHUB director for approval.
• Reviewing the invoices and following up on payments.
Organizing meeting for IHUB staff and guests
• Making sure the meeting bookings are done in a timely manner.
• Processing Purchase Requisitions through integra for food requests for the groups meeting at IHUB.
• Following up on payment process to ensure timely payments of these requests.
Key Result Areas
• Ensure quality document issuance to minimize delays in visa processing.
• Ensure optimum space management and clean equipped workspace for all staff.
• Manage/control access to office.
• Ensure sufficient consumable in the office/washrooms etc.
• Ensure Timely processing of travel invoices.
• Ensure minimal complaints on administrative apps.
• Ensure timely processing of utility invoices.
Required Qualifications:
• Business Administration Diploma
• Computer Literacy in MS-Office
• Excellent interpersonal skills and professional demeanor
• Strong Organizational and time-management skills
• Excellent Communication Skills
• Excellent writing and grammar skills
Required Experience & Competencies:
1. At least three years’ experience in similar position, preferably with an International NGO.
2. Qualifications or experience in travel and immigration operations.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation
Qualifications
Added 9 months ago
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Updated 7 months ago
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Source:
rescue.org
