BRCiS Consortium Administration Assistant (Kenya National Position) - Region Horn of Africa

Nairobi

Organization: NRC - Norwegian Refugee Council
Location: Nairobi
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Humanitarian Aid and Coordination
- Infrastructure and Urban-Rural development
- External Relations, Partnerships and Resource mobilization
- Emergency Aid and Response
- Administration / Office work
Closing Date: Closed

Building Resilient Communities in Somalia (BRCiS) is a Consortium of national and international organizations whose objective is to support and guide vulnerable communities in Somalia in building their resilience capacities, in their own ways. The Consortium was created in 2013 and is now implementing projects funded by three different donors, in more than ten regions of Somalia. BRCiS is committed to adaptive management of its programmes, guided by a strong learning strategy. The Consortium also enforces systematic decentralization of decision making to the field level and the communities, fostering local innovation and self-reliance.

The position advertised is based with NRC, the Consortium lead agency. The BRCiS Consortium Administrative Assistant is a member staff of the Consortium Management Unit (CMU) and works for Consortium Members (including Cesvi, Concern Worldwide, the IRC and Save the Children).

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Job description

Generic responsibilities

Adhere to NRC policies, tools, handbooks and guidelines
Assist with the implementation of the support function portfolio according to plan of action
Ensure proper filing of documents
Promote and share ideas for improvement of the support function
Supports the Consortium Unit in all administration related issues
Ensuring that the project is administratively integrated to the existing system.
Assist in organizing and follow-up of administrative/logistical/program issues of relevance
Assists in arranging for internal/external workshops as well as meetings, conferences
Organizes and tracks agenda, meetings, appointments and paper flow

Specifics Responsibilities
Spport the Consortium Unit in all the administration related issues on the BRCiS Consortium, setting work priorities and ensuring deadlines are met.
Ensuring that the project is administratively integrated to the existing system.
Organizing and follow up of all administrative issues on travel, including flights, accommodation and other logistics, coordinates, and prepares documents related to travel.
Maintaining an appropriate filing, retrieval and archiving system for the BRCiS documents.
Assists in arranging for internal/external workshops as well as meetings, conferences or specific subjects and coordinates and prepares all relevant documents.
Organizes and tracks agenda, meetings, appointments and paper flow
Taking minutes of the meetings and conferences.
Coordinating with BRCiS members on various activities, reminders of deadlines, updating the contact list.
Screen and respond to general enquiries and correspondence in an appropriate manner, based on familiarity with subject matter, and refers others to appropriate staff member or department.
Assist in drafting/editing correspondence, reports and documents as requested.
Facilitating the delivery of (hard-copy) reports and other documents to donors and/or consortium partners
Liaise and follow up with the logistics/admin on purchase requests (PRs), stock requisition of materials and other admin/logistical support to the BRCiS activities.
Raising purchase requests (PRs) for the Consortium as per required.
Keep the Consortium informed about administrative /logistical /program issues of relevance.
Support in communication activities: event organization, articles and project updates.
Provide additional support in processing other consortium documents such as editing and printing, scanning
Perform other duties as may be assigned by the supervisor.

Qualifications

Experience in an administrative role in a humanitarian / recovery context
Previous experience working in complex and volatile contexts
Demonstrated ability to execute administrative tasks in a timely and accurate way
Ability to Organize and communicate in a clear and Concise manner
Attentive to detail
Documented results related to the position’s responsibilities
Fluency in English, Somali would be a considerable advantage
University/Higher Diploma in Administration and Management
Project Management knowledge and training is an added advantage
Computer skills in MS Office
Minimum of 3 years’ relevant work experience (advantage)
Good communication and interpersonal skills
Good cultural awareness and sensitivity
Ability to plan and coordinate
Ability to work under pressure and meet deadlines
Fluency in English. Somali would be a considerable advantage
Meticulous attention to detail and follow-up with excellent organizational and prioritization skills
A flexible working style, absolute discretion and unfailing diplomacy
At ease dealing with people and tasks at different levels in a multicultural environment
Able to deal with senior staff of NGOs/UN
Responsive, efficient and a positive manner and the ability to work as part of a team.
Dynamic, eager to learn

Education level

College / University, Bachelor's degree

Personal qualities

Handling insecure environment
Planning and delivering results
Empowering and building trust
Communicating with impact and respect

We offer

Commencement: ASAP
Contract period: 12 months
Salary/benefits: According to NRC’s general directions
Duty station: Nairobi
Approved health certificate will be requested before contract start

This vacancy is now closed.
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