NOTE: This position is open to local nationals of Kenya and will be hired as a local national staff member. from that Nairobi Regional office. Duties And Responsibilities Administration and Logistical Support
Act as front desk for regional office visitors, appointments, correspondence with country offices and Internews headquarter offices in Washington DC, Arcata, California, and London, UK.
Provide administrative support for Regional Director and Business Manager in correspondence and relations with authorities, partner organizations and other organizations in Africa.
Coordinate travel logistics assist with hotel bookings, taxis, visas etc and arrange accommodations for Internews representatives within the department.
Provide project field staff with support such as correspondence, M&E as requested.
Assist the Program Officers with project oversight including progress towards program deliverables.
Assist with set-up for new projects, including expat and local staff recruitment as needed.
Responsible for equipment and software pricing, procurement, insurance and shipping to field offices.
Provide overall support to Regional Office and coordinate with Office & Logistics Assistant. Monitor office premises at to ensure good maintenance, overseeing cleaning, logistics and services.
Provide logistical and administrative support for regional meetings or trainings.
Provide correspondence and admin support for projects in Africa which are in start-up or close-out phase or have limited administrative staff.
Provide other administrative support for Regional Director and Business Manager as required.
Procurement
Request quotes, prepare documentation for approval by relevant budget authority & place orders.
Ensure compliance with Internews procurement policy; prepare Procurement Request forms to obtain Purchase Orders (PO) approvals in collaboration with Business Associate.
Prepare vendor payment by cash, cheque or wire transfers.
Receive and check delivery.
Expedite shipping of procured equipment/supplies to country offices.
Finance & Accounting Support
Act as cashier for regional petty cash account and pay vendors as appropriate.
Serve as bank agent for Regional Office and Kenya Office bank accounts.
Prepare wire transfer requests; make cash and cheque payments.
Prepare monthly WTR for Regional Office operational expenses.
Prepare vouchers and ensure appropriate supporting documentation and approvals.
HR
Act as HR representative for the Nairobi Regional and Country office.
Works with HR departments on Business World staff entries and management.
Works with HQ HR Dept to draft PSCs and liaise with HR for all related matters.
Review PSC invoices and activity reports before submission.
Ensure all minimum standard requirements from HR department are met.
Uphold HR Manual.
Act Business Associate in his/her absence.
Understanding of and demonstrated commitment to upholding Internews’ Core Value.
Required QUALIFICATIONS:
Excellent written and oral communication skills.
Professional-level fluency in English.
Proven organizational skills, with excellent attention to detail.
Proven ability to multi-task and prioritize with a shifting workload.
Proven ability to operate effectively in a multicultural environment.
Experience with event planning and/or arranging logistics for project implementation; including making complex travel arrangements.
Knowledge of good human resources management practices.
Experience of Microsoft Office environment.
Proven experience of managing relationships in complex organizations with numerous stakeholders.
Willingness and ability to travel with an understanding and appreciation of culture and diversity.
Reasonable experience in managing financial and management accounting processes.
Experience of supporting field offices in developing countries.
Good understanding of the project management cycle.
Willingness to learn.
Good people management skills.
Optimism, a sense of humor, and excitement at joining a supportive, skilled, multi-cultural team that is distributed across the globe;
Preferred
Education: Degree in business administration or related field.
2-3 years development or non-profit experience, including field experience.
Experience with financial management and familiarity with US Government rules and regulations.
Language skills in French are welcome.
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