Join Our Team as an Administration Assistant Intern

Join Our Team as an Administration Assistant Intern

Organization: DanChurchAid

Posted: 25 Sep 2023

Closing Date: 6 Oct 2023

Welcome to DanChurchAid (DCA), where we’re making a difference in Turkana, West Pokot, Baringo, Elgeyo Marakwet, Nyandarua, Nakuru, Busia, and Siaya counties, working alongside refugees and local communities to foster peace, enhance livelihoods, and build resilience. DCA is dedicated to these goals, partnering with local organizations to make a lasting impact. For a comprehensive overview of DCA, visit us at www.danchurchaid.org.

Position Overview

DCA is in search of a skilled and dynamic Kenyan National for a twelve-month internship as an Administration Assistant. This role is based in Nairobi, with occasional travel to DCA’s Nakuru and Kakuma offices, and reports directly to the Procurement and Logistics Officer, who is also based in Nairobi.

Key Responsibilities

Logistics

1. Travel Arrangements: Coordinate travel logistics, including flight bookings, taxi arrangements, and hotel reservations.
2. Expense Management: Oversee hotel, air ticket, and taxi expense reports, facilitating prompt payments.
3. Event Support: Play a pivotal role in event planning, from sourcing venues to confirming attendance.
4. Monthly Reports: Assist in tracking and maintaining monthly country logistics reports.
5. Asset Management: Keep an updated register of DCA Kenya assets and support asset management within the DCA ADMIND system.
6. Fleet Assistance: Aid in the management of Nairobi’s fleet.

Administration

7. Filing Systems: Collaborate with the Procurement and Logistics Officer to ensure efficient filing systems are upheld.
8. Office Supplies: Manage office supplies and initiate orders as necessary.
9. General Office Duties: Support the Nairobi team and the wider organization with general office management duties, ensuring timely payment of all office operation bills and invoices.
10. Equipment Maintenance: Ensure the functionality of essential office equipment and take charge of repair or replacement when needed.
11. Inventory Control: Keep track of office supply inventory and manage re-ordering processes.

Procurement

12. Market Survey: Conduct market surveys when required and provide feedback on market trends.
13. Timely Procurements: Assist in ensuring all procurements are completed on time and are updated in DCA’s online system (ADMIND).
14. Document Preparation: Contribute to the preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other end-to-end procurement cycle activity documents.
15. Supplier Relations: Follow up on vendor invoices and reconcile supplier statements of accounts.
16. Policy Adherence: Develop a deep understanding of DCA’s procurement policies and ensure compliance.
17. Ad Hoc Support: Undertake any other duties assigned by the Procurement and Logistics Officer or their designates.

Required Qualifications

• Bachelor’s Degree: Possess a Bachelor’s degree in business administration or social sciences, with a focus on Administration, Supply Chain Management, or Procurement.
• Experience: A minimum of one year of experience in administrative, procurement, and logistics procedures is advantageous.
• Communication Skills: Demonstrate strong communication skills.
• Computer Proficiency: Exhibit excellent computer skills, particularly in Microsoft Office, especially MS Word and Excel.
• Attributes: Embody high levels of motivation, integrity, and commitment. Showcase outstanding planning and organizational skills, along with the ability to work with minimal supervision. Be a team player and adept at managing sensitive and confidential information.

Apply Now

Ready to join our team? Apply online through this link.

Important Notes

• Application Deadline: The application deadline is at COB on 6th October 2023. Please apply as early as possible, as we may close the advert once we find the right candidate, potentially before the published closing date.
• Online Applications Only: We only accept online applications.
• Contacting Shortlisted Candidates: Only short-listed candidates will be contacted.

Expert Tips To Be A Successful Applicant

As you prepare your application for this exciting opportunity, here are some expert tips to help you stand out:

1. Tailor Your Resume: Customize your resume to highlight relevant skills and experiences. For example, if you have experience in event planning, emphasize that in your resume.
2. Showcase Communication Skills: In your cover letter, demonstrate your strong communication skills by writing a concise and compelling introduction. Use clear language to explain why you’re the perfect fit for this role.
3. Highlight Tech Proficiency: Given the importance of computer skills, make sure your proficiency in Microsoft Office, especially MS Word and Excel, is clearly highlighted in your application materials.
4. Detail Your Commitment: In your cover letter or during the interview, discuss instances where you’ve shown commitment and integrity in your previous roles. This will illustrate your suitability for the position.
5. Team Player Attitude: Emphasize your ability to work collaboratively by sharing examples of successful teamwork from your past experiences.

By following these expert tips, you’ll increase your chances of impressing the hiring team and securing this internship as an Administration Assistant at DCA. We look forward to receiving your application!