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CARE International – Administration Assistant-SHE SOARS Project.

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Company Description

CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis.  These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. 
CARE International in Kenya (CIK) has been working in Kenya since 1968, and its core programming areas include community adaptation to climate change and disaster risk reduction; humanitarian assistance and emergency response; agriculture & market systems for food and nutrition security; Water, Sanitation & Hygiene (WASH); health, equity & rights; and women’s economic empowerment.

Job Description

CARE Kenya in partnership with Center for Reproductive Rights (CRR), Youth Coalition for Sexual and Reproductive Right (YC) and Restless Development (RD), is proposing an evidenced based and evidence generating holistic 7-year program with the goal of achieving gender transformative and sustainable change in Kenya. SHESOARS (Sexual and Reproductive Health and Economic Empowerment, supporting out of School Adolescent Girl’s Rights and Skills) puts out of school adolescent girls’ needs and rights at the center of all project activities. Through a participatory youth led design and implementation approach, SHE SOARS will build and integrate health system strengthening interventions, deep and transformative community engagements on harmful gender and social norms, and capacity building of civil society actors to engage in long terms and sustainable Sexual and Reproductive Health and Rights (SRHR) policy advocacy to improve the health system for all women and girls while addressing the unique risks and protection needs of out of school adolescent girls. The SHE SOARS will directly support an estimated 203,370 out of school adolescent girls aged 10-19 and indirectly benefit an estimated 777,314 women and 657,269 men and boys in 10 sub-counties in which the SHE SOARS will be implemented.

The purpose of the Administration Assistant is to provide professional administrative support services to the SHE SOARS project. The person will also be responsible for the overall general office administration and the provision of logistical services, procurement support as well as manage, supervise, and monitor all aspects of Siaya Sub-office.

ROLES AND RESPONSIBILITIES

1. Office Assistance and Administration

  • Manage day-to-day administrative functions/operations for the Project.
  • Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision.
  • Ensure effective and efficient documentation and correspondence management for the project.
  • Arrange for meetings and take minutes during staff meeting and disseminate accordingly in good time. 
  • Offer secretarial services. 
  • Facilitate hotel accommodation arrangements for staff and visitors upon request.
  • Prepare and share Itineraries for the visits and share with the visitors/Staff in good time ahead of the visits.
  • Make logistic arrangements for Project related activities.
  • Ensure proper filing is done for the program office in both soft and hard copies.
  • Management of all administrative functions required by the projects. 

2. Procurement Support

  • Support the Procurement Office by ensuring that all procurement activities and systems are implemented and managed to ensure adherence to CARE Policies and Procedures and services to the project are efficient.
  • Liaise with procurement for project related purchase needs and for project related purchase needs and follow-up of the same. 
  • Ensures that the Purchase Requisitions are raised for the services required.  
  • Ensures that all vendors’ invoices for the services delivered are forwarded to Finance Office through procurement office for payment.  
  • Ensures that all goods ordered are received and confirms the same to procurement office.

3. Assets and Facilities Management

  • Fleet Management: Ensures that vehicle repairs and maintenance are done effective upon notification by the driver concerned. 
  • Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision. 
  • Premises Management: Oversee office repairs and the grounds cleanliness and maintenance, responsible for the opening and closing of the office daily on official working days and hours. 
  • Asset Management: In liaison with the project team, ensure that all asset in place are accounted for and are in safe custody for the Siaya Office and the report filed with the Administration team in main office.
  • Keep records of office equipment maintenance contracts and monitor services.


4. Support to HR Department

  • HR support: Custodian of confidential and personnel records for all staff in Siaya 
  • Perform and assist in any matters of human resources related as may be requested or required by the HR Manager 
  • Supports the HR department on new staff orientation in Siaya

5. Support to Finance Department

  • Petty Cash: Petty Cash holder for the Siaya office and ensures management as per the Petty Cash Policy 
  • Ensure that all projects/staff payment documents are forwarded to Finance Office for payment
  • Any other duties as may be assigned by the Line Manager

Qualifications

Education/Training 

Mandatory 

  • Bachelor’s degree in business related field or
  • Diploma in Business Administration and Certificate in Secretarial Studies, Computer training in MS office.

Experience and Competencies Required 

  • At least 2 years of working experience in a similar role in a busy environment.  
  • Effective communication, teamwork, good public relations, self-driven, problem solving and decision-making skills.  
  • Good organizational and interpersonal skills. 
  • Ability to multi-task. 
  • Knowledge in applicable system software in place. 
  • Office Management skills. 
  • Exemplary computer skills with proficiency in MS Office.
  • Fluency in English and Kiswahili. 
  • Experience in Office administration and management.

Additional Information

CONTACTS/KEY RELATIONSHIPS

  • This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to.

Internal

  • Country Office teams; SMT, Program Managers, Procurement and Admin, HR 
  • Shared Service Centre

External

  • Partners and donors 

CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply. 

CLICK HERE TO APPLY

Deadline to receive all applications will be on or before  15th June 2022, at 5.00 P.M EAT. 

We do require that you have the legal ability to work in Kenya and while we would like to respond to all applicants, only short-listed candidates will be contacted. Canvassing will lead to automatic disqualification

CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies.

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