Internship – Administration Assistant at DanChurchAid (DCA)

Internship
  • Internship
  • Kenya

DanChurchAid

Internship – Administration Assistant at DanChurchAid (DCA)

Job Category: Administration/Logistics/Procurement

DanChurchAid (DCA) is looking for a dynamic and competent Kenyan National to join our team for a twelve-month internship as an Administration Assistant. Based in Kakuma with minimal travel to DCA’s office in Lodwar, you’ll report to the Finance Officer in Kakuma.

Responsibilities:

Logistics:

  • Make travel arrangements, including booking flights, taxis, and hotel reservations.
  • Reconcile hotel, air tickets & taxi expense reports, and request payments.
  • Support event planning, venue booking, and attendance confirmation.
  • Assist in tracking monthly country logistics reports.
  • Maintain an updated assets register for DCA Kenya and support asset management in DCA ADMIND system.
  • Assist in managing the Nairobi fleet.

Administration:

  • Work closely with Procurement and Logistics Officer to maintain proper filing systems.
  • Manage office supplies and order new supplies as needed.
  • General office management duties to support the Nairobi team and ensure timely payment of bills/invoices.
  • Ensure functionality of necessary office equipment and manage re-ordering processes.

Procurement:

  • Conduct market surveys and provide feedback on market trends.
  • Ensure timely completion and updating of procurements on DCA’s online system (ADMIND).
  • Assist in the preparation of project bid advertisements, bidding documents, and evaluation reports.
  • Follow up on vendor invoices and reconcile supplier statements of accounts.
  • Be fully familiarized with DCA’s procurement policies and ensure compliance.

Required Qualifications:

  • Bachelor’s degree in business administration or social sciences (Administration, Supply Chain Management, or Procurement).
  • Minimum 1 year of experience in administrative, procurement, and logistics procedures.
  • Good communication skills.
  • Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel).
  • High motivation, integrity, and commitment.
  • Excellent planning and organizational skills, ability to work with minimal supervision.
  • Good team player.
  • Excellent interpersonal skills and ability to manage sensitive and confidential information.

About DCA:

DanChurchAid (DCA) supports the world’s poorest in their quest for a dignified life. We provide emergency relief in disaster-stricken areas and long-term assistance in poor regions. For more information, visit www.danchurchaid.org.

DCA Offers:

This position is for a twelve-month internship with a three-month probation period. DCA offers a monthly stipend, insurance, and benefits according to experience and DCA Kenya HR Manual.

How to Apply:

Apply online through DCA Career Portal. The deadline for applications is at COB on 7th January 2024. Only short-listed candidates will be contacted. Please note that DCA conducts an anti-terror check as part of the recruitment process.

Description:

Apply for the Internship – Administration Assistant position at DanChurchAid (DCA). Join us in supporting the world’s poorest for a dignified life. Apply by 7th January 2024 through DCA Career Portal.


Expert Tips To Be A Successful Applicant:

  1. Tailor Your Resume: Customize your resume to highlight relevant skills and experiences in administration, logistics, and procurement.
  2. Showcase Communication Skills: Emphasize your strong communication skills, crucial for effective collaboration in a team-oriented environment.
  3. Demonstrate Computer Proficiency: Highlight your proficiency in Microsoft Office, particularly MS Word & Excel.
  4. Highlight Planning Skills: Showcase examples of your excellent planning and organizational skills to demonstrate your ability to work with minimal supervision.
  5. Emphasize Team Collaboration: Stress your experience as a good team player, essential for success in our collaborative work environment.
  6. Illustrate Integrity and Commitment: Share instances that showcase your high level of motivation, integrity, and commitment.
  7. Address Procurement Knowledge: Provide examples of your understanding of procurement processes and adherence to policies.
  8. Express Interpersonal Skills: Share experiences that demonstrate your excellent interpersonal skills and ability to manage sensitive information.
  9. Detail Previous Travel Experience: If applicable, share instances of your travel experience, emphasizing your ability to handle logistics.
  10. Stay Informed About DCA: Familiarize yourself with DCA’s mission and work to align your application with our values.

FAQs:

  1. Q: How long is the internship?
    • A: The internship is for twelve months with a three-month probation period.
  2. Q: What is included in the monthly stipend?
    • A: The monthly stipend includes insurance and benefits according to experience and DCA Kenya HR Manual.
  3. Q: Can I apply if I don’t have a degree in business administration or social sciences?
    • A: While a degree in these fields is preferred, relevant experience may be considered.
  4. Q: Is travel required for this position?
    • A: Minimal work-related travels are expected.
  5. Q: How do I apply?
  6. Q: What is the application deadline?
    • A: The deadline for applications is at COB on 7th January 2024.
  7. Q: Is there an age limit for applicants?
    • A: No, all interested candidates irrespective of age are encouraged to apply.
  8. Q: Are remote applicants considered?
    • A: Only short-listed candidates will be contacted, and remote work possibilities will be discussed during the selection process.
  9. Q: How can I prepare for the anti-terror check?
    • A: DCA conducts the check as part of the recruitment process. Ensure you can pass this check and maintain this status throughout your employment.
  10. Q: How soon will the position be filled?
    • A: Adverts may close before the published date once the right candidate is found, so apply early.

Cover Letter Sample: Subject: Application for Internship – Administration Assistant Position

Dear Hiring Manager,

I am writing to express my strong interest in the Internship – Administration Assistant position at DanChurchAid, as advertised. With a Bachelor’s degree in Business Administration and a proven track record in administrative and procurement roles, I am excited about the opportunity to contribute to your esteemed organization.

My one-year experience in logistics and procurement, coupled with my proficiency in Microsoft Office, makes me well-suited for this role. I am highly motivated, committed, and possess excellent planning and organizational skills, enabling me to work effectively with minimal supervision.

Furthermore, my ability to maintain confidential information, collaborate seamlessly in team environments, and manage sensitive data aligns with the values of DanChurchAid. I am confident that my skills and dedication make me a strong candidate for this internship.

Thank you for considering my application. I look forward to the possibility of discussing how my qualifications align with the needs of DanChurchAid in more detail.

Sincerely,

[Your Full Name]

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To apply for this job please visit dca.career.emply.com.


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