Position Title:ADMINISTRATIVE ASSISTANTReports to/Position Title:HUMAN RESOURCE OFFICERLocation:DADAAB REFUGEES CAMP The Department of World Service (WS) of the Lutheran World Federation (LWF) is the humanitarian and development arm of the Lutheran World Federation. WS provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, focusing on livelihoods, quality services, protection and social cohesion. The Kenya-Somalia Program has been implementing such interventions in Kenya and Somalia since 1992. The Lutheran World Federation, Kenya-Somalia Program is seeking to recruit a National staff to fill the position of Administrative Assistant - Dadaab.Unit SummaryThis position combines expertise in administrative work with facilities management responsibilities and ensuring the smooth operation of teachers' compounds, main offices, accommodations, and cleaning services for LWF Dadaab area Program.Overall purpose/Broad functionThe administrative assistant will ensure organization's office activities run smoothly and efficiently with the primary goals being to direct and supervise the support services of the organization thus facilitate successful outcomes. The incumbent will conduct his or her duties in respect of the LWF Charter on Child Safeguarding Policy and against Sexual Exploitation and Abuse Policy.Key duties and responsibilities Maintain the R&R schedule and maintain leave tracking to ensure complete documentation for movement at all times for Dadaab based staff.Maintain and update all administration files and general records in an organized manner for easy information and record retrieval.Assist in organizing and coordinating logistical arrangements pertaining to various events such as meetings, briefings and work related travel/accommodation and attend meetings.Ensures that office premises, furniture and equipment are properly managed and maintained in liaison with the Logistics Officer.Request for supplies (office and accommodation) i.e. stationeries, consumables, linen, toiletries and cleaning material on time, distribute to staff/outsourcing company and track usageAssists with completion of necessary reports or compilation of information as requested.Ensures that office premises, furniture and equipment are properly managed and maintained in liaison with the Logistics Officer.Co-ordination of cafeteria and supervision of the staff at the cafeteria to ensure cleanliness in the kitchen and ensuring all kitchen staff have met the set criteria to operate in the kitchen and have food handler's certificates.Request for food supplies and ensuring that sufficient food has been ordered and supplied promptly to the different camps on time and in the required quantities.Receive invoices and review for accuracy before onward ensure that sufficient food has been ordered and supplied promptly to the different camps on time and in the required quantities.Travel & Accommodation co-ordination arrangement and key contact person for flight bookings for Dadaab based staff in liaison with Nairobi office.Perform clerical dutiesCoordination of accommodation booking in for visitors in Dadaab and ensure they are invoiced for payments.Oversee general compound maintenance across the residential compounds. (Plumbing, Carpentry and Electrical) Supervisory responsibilities Oversee cleaning staff and follow up on the general compound cleanliness, hygiene, and services provided to ensure common staff areas and cleanliness levels are well adhered toParticipate in induction and orientation of new staffs that joins the organization on how they interact with Organization's facilities. Education/Professional Designations/Experience: Minimum of a Diploma in Business Administration, Human Resource or related field from a recognized Institution.A Bachelor's Degree will be an added advantageAt least 3 years' experience in an administrative role.Other Specific Skill Requirements:Knowledge of health and safety regulations and best practices in facilities management.Strong emphasis on accuracy and detailsAbility to handle multiple projects simultaneously to meet goals and deadlinesProficient in Microsoft Office programs, such as ExcelGood time management and organizational skillsBasic mathematical knowledgeStrong organizational skills, attention to detail, and the ability to multitask effectively.Excellent communication and interpersonal skills for coordinating with staff, contractors, and vendors.Problem-solving mindset and the ability to make decisions under pressure.Proficiency in using computer applications and maintenance management software. Success Factors: A clear understanding of the facilities operations(SOPs) and following the right procedure when receiving, asset & facilities management and also ability to enforce compliance with LWF World Service and donor policies and proceduresHigh level of dependability and productivity at the work placeExcellent problem solving and decision-making skillsA demonstrated ability to work well as a team player with high degree of initiative, flexibility and toleranceA demonstrated ability to work quickly and accurately, meet deadlines and process informationHigh level of accountability, honesty, transparency and professional integrityPromoting team work within the organization while working with other colleagues. Covering responsibilities:Act on behalf of the HR & Administration when on leave, away on mission and/or as required by the organizationSupport any other general activities as required by the managementFurther guidanceLWF is a right based humanitarian and development organization involved in refugee assistance programs. All LWF staff are to be flexible and willing to assist in LWF operations as and when required.This job description is subject to amendment depending upon the ongoing requirements of the Country Program.Together with the employment contract and Human Resources Policy and procedure manual, this job description forms an integral part of the employment contract between LWF and the undersigned employee.Our recruitment and selection procedures reflect the organization's commitment to the prevention of abuse and exploitation of beneficiaries.Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response, which requires LWF to conduct reference checks with prior employers including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF.Qualified candidates who are interested in the above position should submit an updated detailed CV and application letter (in English), giving a day time telephone contact and email addresses of 3 (three) work referees.Closing date for application: 27th March 2024LWF DOES NOT SOLICIT ANY TYPE OF PAYMENT FOR JOB APPLICATIONS OR HIRING PROCESS.
