Job Description
The position entails concise yet critical responsibilities, with supplementary details outlined in the Work and Professional Development Plan.
Comply with all applicable NRC policies, tools, handbooks, and guidelines in the performance of duties.
Support the execution of the support function portfolio in alignment with the established action plan.
To fulfill management’s requirements, this role involves preparing and developing status reports as needed.
Ensure all administrative documents are filed correctly and maintain an organized, compliant filing system in accordance with established procedures.
Coordinate all IT-related services, maintenance activities, and software license renewals in collaboration with the IT Coordinator based in Nairobi.
Responsibilities
These duties will be tailored to align with the unique aspects of the role, including the operational environment, project phase, strategic priorities, and the nature of the program intervention.
Coordinate and submit payroll data for casual and incentive staff, ensuring it is prepared accurately on a regular basis for review.
Conduct and oversee the security and safety of NRC assets within the Dadaab Refugee Complex (DMO), while collaborating with key partners, including Technical and Vocational Education and Training (VET), Accelerated Education Program (AEP), and Keighley Compound stakeholders.
Serve as the organization’s representative during compound management meetings.
Coordinate the cleaning and renovation activities for NRC compounds, specifically Care and Main, as well as oversee the management and supervision of casual staff.
Responsible for initiating requisitions, receiving, documenting, distributing, and ensuring the proper maintenance of sufficient inventory levels for office and accommodation assets and consumables.
Secure lodging arrangements for both staff and visitors, process check-in documentation, and manage subsequent payments accordingly.
Ensure timely payment of utility bills, including electricity and water, in coordination with the Finance and HR Officers.
Oversee the maintenance and updating of the asset register while ensuring full compliance of all NRC assets with NRC asset management guidelines, Standard Operating Procedures, and donor regulations.
Oversee the upkeep of NRC assets to guarantee they remain in optimal condition, and initiate maintenance actions whenever deemed necessary.
Before dispatching equipment to the requester, verify completion of the Equipment Check In–Check Out form to ensure a seamless handover process.
Accurate completion of asset-related documentation is required, including Equipment Check-In/Check-Out forms, Waybills, Donation Certificates, and Asset Transfer Forms, among others.
Perform quarterly physical inspections of assets to verify their condition and presence.
Consistently communicate health, safety, and security updates to employees while verifying strict compliance with established security protocols and procedures across all staff members.
Collaborate with United Nations agencies, non-governmental organizations, and other external stakeholders to obtain critical security information and analyses in the Dadaab region.
Verify that all health, safety, and security equipment are present and fully operational.
Responsible for the safekeeping and management of the office keys, ensuring their availability when needed while maintaining strict control over their distribution and return.
Any other duty assigned by line manager
Qualifications
Professional individuals who have served in administrative or safety and security roles within humanitarian or recovery operations will be considered.
Previous experience from working in complex and volatile contexts
Achieved outcomes corresponding to the position’s key responsibilities were systematically recorded and maintained.
A strong command of English, complemented by a Bachelor’s degree in Business Administration and Information Technology, along with relevant certifications in areas such as project management, risk assessment, or facility management, is essential.
Proficiency in health protocols, access control measures, and security procedures is required. Knowledge of health regulations, entry and exit protocols, and safety precautions is essential. Candidates must be well-versed in maintaining secure environments while ensuring compliance with health standards. Familiarity with crisis management and emergency response protocols may be beneficial.
Proficiency in both administrative operations and information technology functions is required.
Seeking candidates with a proven track record of at least two to three years in a relevant professional capacity.
Qualifications
BA/BSc/HND
Experience Required
2 - 3 years
