Deadline of this Job: 16 January 2023
Key Requirements:• Act as the CEO’s first point of contact with people inside & outside the organization.
• Manage the MD diary, workflow, and service delivery charter timelines.
• Coordinate and prepare regular and special meetings of the board committees as requested.
• Take accurate meeting minutes.
• Coordinate response to all mail addressed to the CEO
• Management of the CEO’s dairy and appointments.
• Relay accurate and timely messages from telephone callers and answer queries where possible.
• Draft, type and dispatch all CEO’s correspondence.
• Liaise with relevant individuals and external parties to arrange meetings, prepare agendas, and capture minutes.
• Maintain a comprehensive filling system.
• Coordinate senior management team travel.
• Tabulate and retrieve CEO’s office expenditures and claims.
• Arrange local transportation when necessary to further the work of the office of the CEO.
• Perform and coordinate all administrative activities for the senior management team.
• Undertake any other duties as instructed by the CEO or any other authority.
Qualifications:
• Must have a bachelor’s degree international business relation or any related degree.
• At least 3-5 years in a similar role
• Must have excellent written and oral communication skills.
• Must have excellent organization and planning skills.
• Must have discretion and confidentiality.
• Proficient in Ms Suite of Applications.
Deadline of this Job: 06 January 2023
JOB DETAILS:Qualification:
• Diploma in secretarial studies from the Kenya National Examination Council (KNEC)
OR
• Passed the folowing examinations from the Kenya National Examination Council (KNEC)
• Typewriting III (Minimum 50w.p.m) computerized document processing III
• Shorthand III (100 w.p.m)
• Business English III/ Office Administration and Management III
• Secretarial Duties II
• Commerce II
• Office Procedures II
• Foundation of Accounting I
• Information Communication Technology III
Deadline of this Job: 16 January 2023
JOB DETAILS:Job purpose
As an Officer / Associate, Regional Planning and Coordination, you will support the Regional Planning and Coordination team in execution of regional strategic initiatives. The key role of this position will be in supporting regional planning and performance tracking. The successful candidate will also play a key role in ensuring timely delivery of project milestones and preparation of associated reports.
Duties and responsibilities:
• Coordinating with cross-discipline team members to make sure that all contributors are on track with their roles, project requirements, deadlines and schedules.
• Monitoring project work plans in collaboration with project teams.
• Miscellaneous admin duties and support the business team.
• Preparing presentations and report document (s) as assigned.
Requirements
Work Experience and Skills:
• Experience working with teams across different geographies is highly desired (but not required).
• Proven ability to thrive in a dynamic, collaborative environment and to influence people without direct authority.
• Exceptional verbal and written communication skills for impressive presentations and effective report writing.
• Good time management skills and the ability to juggle multiple tasks at once
• Experience seeing projects through their full cycle.
• Strong interpersonal, leadership, strategic, analytical and problem-solving skills with ability to motivate project teams.
Qualifications:
• A Bachelor’s degree in Development studies, Business Administration, Project Management, Strategic Management, or any other related field;
• At least 2 years’ experience working in management consulting and or international development agencies is highly desired (but not required).
Deadline of this Job: 17 January 2023
JOB DETAILS:Summary of Key Functions:
• Provision of administrative and logistical support
• Provision of support to office maintenance and assets management
• Support to knowledge building and knowledge sharing
Provides administrative and logistical support, focusing on achievement of the following results:
• Maintain a record of all incoming shipment, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
• Extracting, inputting, copying and filing data from various sources.
• Maintenance of HR and other files in the OCHA Somalia Admin & Finance Unit
• Raise discrepancy report if appropriate
• Coordinate the movement of received goods from the receiving area to the requisitioner/end user
Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Collection of information on assets management, maintenance of records and files on assets management.
• Support data enrichment of assets and serialized equipment in Umoja
• Support data enrichment of other equipment, such as attractive items
• Assist in OCHA Somalia physical inventory exercises
• Assist in the management of physical receipt of goods and equipment, tagging and data enrichment in ERP system Umoja, incl. allocation and tracking of equipment amongst users
• Assists in the management on physical assets disposal, including document preparation.
• Ensure proper recording and filing of property receipt and disposal documents
• Maintenance of files and records relevant to office maintenance.
Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.
Requirements:
Education:
• Secondary education with a combination of three (3) years of relevant working experience is required.
• Relevant certificates in Umoja or other UN ERP system is an advantage.
Experience, Knowledge, and Skills:
• A minimum of three (3) years of relevant administrative experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems preferable UMOJA
• Demonstrated knowledge and professional experience in conducting physical inventory of assets is required.
• Certificate in Umoja Property Management – data enrichment is an asset.