Office Administrative Assistant – Nairobi

Office Administrative Assistant – Nairobi

Organization: SOS Children’s Villages International

Posted: 14 Jun 2024
Closing date: 20 Jun 2024

Position Title: Office Administrative Assistant

Working Location: Nairobi
Direct Supervisor: Regional Logistics & Liaison Coordinator
Region: Eastern and Southern Africa (ESAF)
Contract Duration: 7 months (Maternity cover)

About SOS Children’s Villages International

Established in 1949, SOS Children’s Villages International (CVI) is a leading global organization dedicated to supporting children without parental care and those at risk of losing it. Our mission is to ensure that every child grows up in a loving family environment and has the opportunity to build a successful future.

Context of the Organization

The Eastern and Southern Africa (ESAF) region of SOS CV International is headquartered in Addis Ababa, Ethiopia, with a branch office in Nairobi. Our presence extends across numerous countries, including Nigeria, Ghana, Ethiopia, Sudan, South Sudan, Somalia/Somaliland, Djibouti, Kenya, Uganda, Tanzania, Rwanda, Burundi, Zambia, Malawi, Zimbabwe, Mozambique, South Africa, Lesotho, Eswatini, Botswana, Namibia, Mauritius, Angola, and Madagascar.

Join Our Team

We are searching for a highly organized and detail-oriented Office Administrative Assistant to support our mission at SOS Children’s Villages International. This role is essential for ensuring smooth office operations by handling administrative tasks, managing communications, and coordinating travel arrangements.

Why Join Us?

• Competitive Remuneration: Enjoy a competitive salary and benefits package.
• Diverse Team: Work with a motivated, diverse team in a supportive environment.
• Conducive Work Environment: Experience a collaborative and engaging workplace.
• Meaningful Work: Contribute to impactful child welfare programs.

Mission of the Position

The Office Administrative Assistant plays a pivotal role in supporting the organization’s mission by streamlining daily office operations. This role enables the Head of Mission and other colleagues to focus on core duties that directly impact child welfare programs.

Key Responsibilities

Core Office Management

• Visitor Management: Professionally greet and direct visitors to appropriate staff.
• Call Management: Efficiently manage incoming calls, routing them to the most suitable staff member.
• Directory Maintenance: Maintain an up-to-date phone directory and ensure timely updates.
• Filing Systems: Implement efficient filing systems for central office documents and staff files, ensuring easy retrieval.
• Correspondence Management: Register, file, and manage all incoming and outgoing correspondence (letters, faxes, memos).
• Postal Services: Oversee postal services, including collection, delivery, and subscription management.
• Office Supplies: Manage office supplies and consumables, maintaining adequate stock levels.
• Equipment Maintenance: Coordinate equipment requisition and maintenance.
• Vendor Management: Maintain records of office supplies and manage relationships with vendors.
• Email Administration: Administer the general email address and safeguard the official office stamp.

Travel & Logistics Coordination

• Travel Arrangements: Coordinate travel arrangements for the Head of Mission and staff, including flights, accommodation, and transportation.
• Visa Applications: Manage visa applications and ensure all necessary documentation is prepared.
• Visitor Logistics: Organize logistics for international visitors, including flights, accommodation, and transportation.
• Invoice Processing: Verify and process travel invoices.

Program Development & HR Support

• Administrative Support: Facilitate administrative and logistical needs for the Program Development team.
• Staff Files: Maintain comprehensive staff files in accordance with HR guidelines.
• Leave Requests: Manage leave requests for Nairobi staff, collaborating with the HROD team.
• Interview Logistics: Assist with interview logistics in collaboration with HROD.
• Onboarding: Facilitate new staff onboarding and orientation.
• HR Administration: Coordinate HR administration duties for both offices (IBN & RTRC), ensuring timely and quality HR paperwork.
• Secretarial Support: Offer secretarial support as needed.
• Other Duties: Perform other duties as assigned by the Head of Mission or relevant department.

Qualifications

• Experience: Minimum of 2 years as an Office Administration Assistant or similar role.
• Education: Bachelor’s degree from a recognized university.
• Skills: Strong organizational and time management skills, excellent communication and interpersonal skills, proficiency in Microsoft Office Suite (Word, Excel, Outlook), ability to work independently and as part of a team, attention to detail and accuracy, excellent customer service skills, and the ability to work in a cross-cultural environment.

We Offer

• Impactful Work: Contribute to one of the largest International Non-Profit Organizations in Social Development, Child and Youth Care, and Humanitarian Action.
• Mission-Driven Environment: Engage in a meaningful mission to build families for children in need, help them shape their futures, and share in community development.

How to Apply

If you believe you are the right candidate for the above position, please send us a cover letter, your detailed curriculum vitae (CV) including at least three traceable referees, and photocopies of academic certificates as ONE document.

Applications should be submitted electronically through Office Administrative Assistant (Maternity Cover) in Nairobi | Careers at Nairobi – Kenya (icims.com). Applications open on 12th June 2024 and will close on 20th June 2024. Applications will be reviewed on a rolling basis until a suitable candidate is found. Candidates are encouraged to submit their applications as soon as possible.

Important Note: Applications that do not have a cover letter, CV, or certificates attached will be disqualified. Only shortlisted candidates will be contacted.

Child Safeguarding Principles: SOS Children’s Villages International holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation, and abuse in the workplace and other places where the organization’s activities are rendered. Recruitment, selection, and hiring decisions will give due emphasis to assessing candidates’ value congruence and thorough background checks, including police clearance and reference check processes.

Job Details

Country: Kenya
City: Nairobi
Source: SOS Children’s Villages International
Type: Job
Career Category: Administration/Finance
Years of Experience: 0-2 years

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Equal Opportunity Employer

Our website is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal employer and do not charge any application/recruitment fee, whether refundable or not.

We wish you the best in your job search and look forward to your application!