Temporary Administration Assistant

Closing date (Geneva time zone):01-11-2019

Duty station:Nairobi

Country:KENYA

Duty station status: N/A

Accompanied status: N/A

Duration:6 Months

Category of Staff: National Staff

Grade: Not applicable

Vacancy No:IFRC03447

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is” to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut).

Job Purpose

Under the supervision of the Administration Officer, the incumbent is responsible for providing support to the Africa Regional Office on various administrative issues to ensure efficient and effective running of the Regional Office on day-to-day operation.

Job Duties and Responsibilities

Internal Control and Risk Management

Maintain an updated list of telephone and Utility account numbers (Water, Electricity, and Internet)

Manage archiving by monitoring access to the archives, movements of documents and ensuring federation archiving procedures are followed.

Financial Reporting

Prepare monthly reports in relation to facilities, housing etc for the Administration Officer.

Prepare monthly reports in relation to Utility consumption for delegates

Prepare monthly reports in relation to draft VAT certificates forwarded to the relevant government institutions for approval.

Audit and Compliance

Maintain a tracking system of all administration related invoices and follow up on payments

Support the admin officer in conducting house inspection visits (at least once a year)

Financial Management

Follow up on credit notes in liaison with the finance officer to facilitate supplier accounts reconciliation.

Monitoring

Management of telephone lines which include direct lines and mobile phones, monitor monthly costs and liaise with Senior IT/Telecom Officer and Finance in obtaining reports. Processing of payments to avoid service disruption.

Lease agreement management, keeping track on lease expiry, renewals and updating records.

Support

Support International staff on house hunting and facilitate maintenance.

Support in the issuance of stationery to users and ensuring that office supplies and stationery are at an optimal level.

Procurement

Ensure stationery supplies and store is appropriately stocked and all this is done liaison with Procurement and Logistics team

Processing of procurement related invoices as forwarded from the procurement and logistics department.

Follow up on admin related LPOs n liaison with Procurement and Logistics Department.

Administration

Ensure that the Office generator is functional and serviced periodically and advise on its disposal in liaison with the Logistics department.

Processing of Proforma VAT-inclusive invoices for VAT exemption, presenting them to the ministry of foreign affairs and the Kenya Revenue Authority (KRA)

Settling of delegates in apartments by ensuring the Federation security and safety procedures have been followed.

Facilitate the installation of security panic buttons and fire extinguishers in delegates houses and ensuring perioding servicing of the fire extinguishers.

Planning and coordinating staff taxi transfer services, receiving, verifying and processing of the taxi bills for payment.

Processing of Office and Delegates utility bills (Electricity, Water and internet) and ensure no service disruptions.

Receiving, verifying and processing of all suppliers’ and vendors’ bills, and all other administration related invoices.

Managing and updating of the admin directory of service providers.

Managing the supply of office drinking water and ensure periodic water dispensers’ servicing.

Conduct general facility maintenance for both office and delegates apartments (plumbing, electrical, masonry, etc)

Office Inventory management – Receiving Admin related assets, labelling, organizing for storage and allocation in liaison with HR and IT Departments

Official disposal of assets and inventory through following the federation process.

Education

Diploma in Office Management, Business Administration and any relevant field.

Experience

At least 3-5 years in administrative support experience

Experience in managing data, filing, basic financial and budgetary information

Proven excellence in administrative support

Experience working within an RC National Society and/or the Federation Secretariat

Minimum of 3 years’ experience in driving manual gears

Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

Knowledge, skills and languages

Strong communication skills

Computer Literate

Ability to work under pressure and to deadlines

Flexibility

Accuracy and fine attention to detail

Organised and self-starter in work prioritising

Tact and diplomacy

Excellent customer service

Competencies and values

Communication

Collaboration and Teamwork

Judgement and decision making

NS and Customer Relations

Creativity and Innovation

Building trust

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