Administrative Intern

About the Role: The Administrative Intern under the general supervision of the Operations Coordinator and the direct supervision of the Administrative Assistant and within the limits of Innovations for Poverty Action-Kenya policies and procedures, maintains office operations within IPA-K Office in (Busia).
 
Below is a list of some of the general duties and responsibilities of the Administrative Intern to be carried out as needed according to the determination of the supervisor.
 
Duties and Responsibilities
Front office /Reception management including guiding and welcoming visitors, answering calls, responding to enquiries, taking/relaying messages etc.
Coordinate the courier service and ensure correct and timely billing of courier services to projects.
Coordinating and ensuring office cleanliness at all times and Supervising office cleaner/cleaning company
Ensure that the office runs smoothly, specifically overseeing the management of general office supplies and stationery to ensure the smooth running of the organization.
Ordering, shopping and distributing of office supplies for the office, including cleaning items, tea supplies and others, through process maker
Oversee the ordering and management of kitchen and cleaning supplies
Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders and stocking items
Accurate budget tracking for Local Service Fees cost of the duty station (LSF), space allocation and billing for the office, and any other costs that need to be allocated to projects.
Ensuring utility bills are up to date to avoid electricity and water interruptions
Keep track of office related payments deadlines, contracts, for effective office management to avoid any penalties or inconveniences.
Logistics:
Support in the booking of accommodation and making ground transport arrangements and for visitors and staff in the region you are supporting
Support in booking venues for meetings and trainings when required, and assist in event planning and implementation
Ensure timely billing of vehicles used by staff in the region you support, and effective management of vehicles, including IPA owned vehicles.
Safety and Security
In charge of monitoring the guards and alarm services as per the guidelines provided
Ensuring First aid kits and other safety equipment such as fire extinguishers have been serviced and are up to date
Any other duties as assigned by the supervisor
Required Qualifications
Diploma in Business Administration or related field.
Flexible, motivated and ability to persistently drive issues to closure
Ability to operate in a dynamic environment and communicate with various levels of staff
Strong work ethic, team player and ability to maintain a high degree of integrity & professionalism in performing assigned responsibilities
Good spoken and written English is essential
Well organized and keen to detail
Strong computer skills in Microsoft packages, including Word, Excel, and Outlook

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