Job Summary:
The job holder will undertake administrative duties and responsibilities that enable efficient and effective running of support operations in Marsabit office.
Main Duties and Responsibilities
- Welcome office visitors and directing them to the relevant person or office
- Liaise with Nairobi HR organizing pre-employment medical examinations for locally recruited staff etc. as and when required.
- Update CVs database.
- Dispatch and ensure receipt of all HR staff documents while maintaining relevant records.
- Assist consolidation of Marsabit PDRs for submission to HR in Nairobi.
- Collate leave plans, facilitate leave applications, work with Nairobi HR.
- Scan finance documents before dispatching originals to Nairobi.
- Liaise with Nairobi Admin on flight and staff movement especially for high profile Concern and donor visits
- Manage housekeeping services – garbage collection, pest and rodent control, office cleaning to ensure a clean, healthy, safe and professional working environment.
- Supervise, coach and mentor direct reports – Office Cleaner in the effective and efficient delivery of their responsibilities.
- Liaise with Logistics Officer and field staff to ensure adequate and timely procurement of office supplies for field offices.
- Manage office admin store for office supplies and stationery
- Liaise with Administration in Nairobi in the management of Marsabit lease renewals and rent payments
- Update and maintain list of office inventories
- Assist in compilation and consolidation of Marsabit staff time sheets and sharing the same with Nairobi finance on monthly basis
- Take minutes of the meetings – monthly staff meeting, Sector leads, Security Focal Group
- Ensure strict guardianship and security of information and documents, including proper filing, secure storage and limiting access to only authorized personnel.
Others
- Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
- Participating and contributing towards Concern’s emergency response, as and when necessary
- Take all possible measures to meet Core Humanitarian Standards (CHS)
- Any other duties as assigned by the Line Manager
Person Specification
Minimum Education, Qualifications & Experience Required:
- Diploma in HR or Administration
- A minimum of two (2) years’ experience in a similar position. Experience in a CBO or NGO is preferred.
- Knowledge of and competency in common HR and administration processes and procedures, coupled with strong office management.
- Proficiency in the use of MS Office (Spreadsheets, Word, Access and Power Point)
- Excellent communication, interpersonal, planning, reporting and organization skills
- Fluency in both spoken and written English and Kiswahili. Fluency in local languages is essential.
Preference will be given to candidates who have:
- High integrity and demonstrated ability to follow standards and policies
- Commitment to humanitarian principles and values
- Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies
Competencies required:
- Communicating and working with others
- Managing yourself
Contract Details: Fixed Term , Twelve (12) Months Contract, renewal subject to availability of funds
Method of Application
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to [email protected] with the subject of the email as “Officer Health and Nutrition – Laisamis” on or before Tuesday, 8th August 2023..
Only short-listed candidates will be contacted for interview.
