Administrative Assistant
Provide administrative support and ensure office cleanliness
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Overview
Provide administrative support and ensure office cleanliness
You have:
- Holder of Diploma/Degree or equivalent in Purchasing & Supplies management or Business Management.
- At least 2 years’ experience in procurement administration, from a non-governmental or humanitarian international organization.
- Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence through negotiation skills.
- Good writing and organizational skills.
- Excellent computer skills and experience working with procurement software.
- Cultural and diversity sensitivity, commitment, and understanding of the values of IRC.
Work Arrangement:
Job Description
The Administration Assistant is responsible for maintaining the interior of the IRC Lodwar Office in the condition required by the lease agreement and ensuring cleanliness of the office & compound. As well, he/she provides support in Admin, Reception & Procurement Dept.
Key Responsibilities
Administration Assistant Duties
- Sits at the reception desk and receives visitors. - Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information. - Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstations. - Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation. - Ensures proper filing of all documentation that needs to be filed. - Ensure timely collection of utility bills for payment. - Prepares monthly payment requests for office drinking water, office milk and any other payment requests for administration department.
Procurement and Warehousing:
- Assist with procurement requests emanating from the IRC Lodwar Office through tracking, scanning and follow up for approvals. - Raise purchase request for operations. - Receives and records all invoices and delivery reports received from the warehouse & Suppliers and distributes them to relevant department. - Leads in store releasing of the necessary items for the IRC Lodwar Office. - Advise the Supply Chain Officer/Field Coordinator on procurement-specific issues or improvements. - Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices. - Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies. - Ensuring that all Supplies, services, and equipment’s required are delivered in time. - In liaison with the driver, collects items from the warehouse for the office use. - Ensure there is water and office supplies. - Ensure there are up-to-date leases for the office and guest house.
Others:
- Attend to any other duties or tasks delegated by the supervisor or designate.
Qualifications
- Holder of Diploma/Degree or equivalent in Purchasing & Supplies management or Business Management. - At least 2 years’ experience in procurement administration, from a non- governmental or humanitarian international organization. - Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence through negotiation skills. - Demonstrated people skills. - High sense of integrity - Good writing and organizational skills - Excellent computer skills and experience working with procurement software. - Cultural and diversity sensitivity, commitment and an understanding of the values of IRC and the principles of equal opportunities.
Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
Gender Equality & Equal Opportunity: IRC is an Equal Opportunity Employer, and we value diversity at our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.
Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.
Disclaimer:
Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.
Potential interview questions
| Can you describe a time when you had to manage multiple administrative tasks? | This question assesses your ability to prioritize and handle multiple responsibilities effectively. | Provide an example that highlights your organizational skills and ability to meet deadlines. |
| How do you handle conflicts or difficult situations with team members? | The interviewer wants to understand your interpersonal skills and conflict resolution abilities. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
rescue.org
