DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as Administration Assistant. The position is based in Kakuma – with minimal travel to DCA’s office in Lodwar anticipated – and reports to the Finance Officer based in Kakuma.
The main responsibilities of the Intern (Administration Assistant) are:
Logistics:
Make travel arrangements, such as booking flights, taxis, and making hotel reservations.
Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
Support event planning, including sourcing and booking venues and confirming attendance.
Assist in tracking monthly country logistics reports.
Maintain an updated assets register for DCA Kenya assets and support in managing the asset list in DCA ADMIND system.
Assist in management of Nairobi fleet.
Administration:
Work closely with Procurement and Logistics Officer & to ensure proper filing systems are maintained.
Managing office supplies and ordering new supplies as needed.
General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
Maintain inventory of office supplies and manage re-ordering processes.
Procurement:
Assist in conducting market survey when required and give feedback on market trends.
Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
Assist in 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.
Assist in following up on vendor invoices and reconciling supplier statement of accounts.
Be fully familiarized with DCA’s procurement policies to ensure they are being followed.
Any other duties assigned by the Procurement and Logistics Officer or their designates.
Required Qualifications
Bachelor’s degree in business administration or social Sciences in any of these fields: Administration, Supply Chain Management or Procurement.
Knowledge and prior experience (minimum of 1 year) of administrative and procurement and logistics procedures would be advantageous.
Good communications skills.
Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel)
High level of motivation, integrity, and commitment.
Excellent planning and organisational skills, and ability to work with minimal supervision.
Good team player.
Excellent interpersonal skills and ability to manage sensitive and confidential information.
Minimal work-related travels are expected in this position.
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