Administrative Assistant Job in Kenya – NGO 2019
Job Employment Kenya: Administrative Assistant Job in Kenya – NGO 2019
Job Description: Today Work Kenya

IDLO is pleased to count Kenya among
its Member States and was honoured to provide assistance to the Committee of
Experts in Constitutional Review during the process to design the Constitution
of Kenya, 2010 and subsequently to the Commission for the Implementation of the
Constitution (CIC) in constitutional implementation monitoring and oversight.
Currently, IDLO is providing technical support to the Office of the Attorney
General and Department of Justice, the Kenya Law Reform Commission, the
Judiciary, the Ministry of Devolution and Planning (MDP), the Council of
Governors, the Kenya National Commission on Human Rights, the National Gender
Equality Commission (NGEC) and the Ministry of Mining in implementing the
Constitution of Kenya 2010 by way of strategic policy development, critical
legislative review, expert technical advice, institutional strengthening and
capacity building.

The Department of Programs is the central management and
coordinating function for program delivery and capacity development.  It
is responsible for the implementation of IDLO’s global program portfolio for
field and non-field locations in line with organizational strategy.
Under the direct supervision of the Program Associate, the Administrative Assistant provides day to day administrative and logistical support to the
Programs department in order to ensure the smooth operations of the Programs
Department.
o    Support in day to day administrative, logistics and coordination
support to the Programs Department.
o    Act as the focal point for information management within the
Programs Department;
o    Assist the Field Program Manager and Program Associate to ensure
timely compliance with agreed upon project deadlines, actions, and requirements
as well as support the preparation on projects’ documents and workplans;
o    Input, organize, and maintain project-related data and materials
directly affecting programs, projects, project record files, technical
publications, and other references;
o    Provides administrative support to organization of conferences,
workshops and other events including logistics and preparing materials for
meetings such as agendas, handouts, binders
o    Support the Field Program Manager and Program Associate to
implement administrative and procurement procedures in line with the Field
Operations Manual and IDLO Procurement Policies and Procedures (i.e.
preparation of purchase requisition, payment requests, travel requests).
o    Support in contract preparation for short term contracts
including preparing Terms of Reference.
o    Support in researching material for the various program’s
streams’ activities, and preparing background material for program activities;
o    Take minute meetings and share with Field Program Manager,
Program Associate, and meeting attendees
o    Preparation of routine correspondence, announcements, and
reports in accordance to program needs
o    Handle routine matters on behalf of the supervisor and follow up
on status of correspondence and administrative matters;
o    Coordinate program-related work with other IDLO functional
units;
o    Perform other similar duties as required by the supervisor.
o    High School diploma; University degree would be an added
advantage
o    1-3 years of relevant experience providing administrative
support to projects/programs.
o    Experience working in an international context is highly
desired.
o    Excellent written and communication skills in English and
Swahili are required.
o    Knowledge, Skills and Abilities
o    Strong organizational skills with the ability to multi-task
o    Good knowledge of Microsoft Word, Excel and PowerPoint.
Proficient use of other ICT and internet software;
o    Excellent written and verbal communication skills;
o    Excellent time management skills and the ability to prioritize
work
o    Attention to detail and problem-solving skills
o    Proven ability to develop and foster working relationships
across a globally based organization.
o    Works well with others and actively participates. Shares
information, contributes, encourages and motivates others to become involved in
team activities. Provides constructive feedback and willingly helps others.
Contributes to a fair environment that fosters collaboration and
cooperation.  Works effectively across and within IDLO organizational
boundaries;
o    Proven ability to see through tasks set and deliver results. The
ability to work under pressure with tight deadlines, flexibility and an
entrepreneurial spirit;
o    Ability and willingness to travel to field locations, if
necessary;
o    Keen sense of ethics, integrity, and commitment to IDLO’s
mandate. Self-motivated and dynamic with a willingness and ability to use
initiative to assist the organization to achieve its objectives.
Please ensure
that you have provided three refernces in your application and salary
expectations.
For this locally recruited position, IDLO shall
offer the selected candidate an Affiliate contract of 12 months, with
possibility of extension subject to performance and availability of funding.
The annual basic salary level for this affiliate
professional position is in the range of KES 1,028,049 commensurate with
qualifications and experience, plus additional benefits in accordance with IDLO
Employee Regulations and Rules.
This local position is open to candidates who are
nationals of the duty station, or with permanent resident status or other legal
authorization permitting to work in the duty station. An employee subject to
local recruitment shall not be eligible for the allowances or benefits
exclusively applicable to International employees
The above statements are intended to describe the
general nature and level of the work being performed by the Contractor assigned
to this work. This may not be an exhaustive list of all duties and
responsibilities.

The Director-General of IDLO reserves the right
to amend and change responsibilities or even to cancel the recruitment to meet
business and organizational needs as necessary.

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