Administrative and Logistics Assistant at Caritas Nairobi

3 weeks ago

Nairobi, Kenya Caritas Nairobi Full time

Caritas Nairobi is the aid and development agency of the Catholic Archdiocese of Nairobi. Caritas is an ordered service to the community and is inspired by Gospel values and the Catholic Social Teachings, to respond to disasters, promote integral human development and advocate on the causes of poverty and conflict.

Clerical Duties

Produce quality reports from webinars convened by Caritas Africa and Zonal Coordinators
Schedule online and in person meetings and prepare minutes from meetings
Preparation of official correspondence on events and ensure effective and efficient management of information flow.
Follow up with Member Organisations on narrative and financial reports from the Africa Inclusive Economic Recovery Campaign project and other programs
Dissemination of information to Caritas Africa member organisations on events and other official matters from the Regional Secretariat
Assist in the maintenance of a proper filing system for administrative, finance and project documentation.
Liaise with head office for authorisation of payments and official correspondence
Perform any other incident-specific related duties, as required by the functional supervisor.

  Human Resource Management Support

Support Caritas Africa’s recruitment processes: Preparation of draft job descriptions, advertisement of positions, shortlisting and applications, scribing of panel interviews and the preparation selection reports.
Support the HR manager with employee onboarding and offboarding
Provide administrative assistance by coordinating and maintaining human resource documents, systems and records.

  Event Logistics Management

Prepare Mission Orders for Regional Executive Secretariat staff
Search for event venues (hotels or conference centres) and negotiate prices for each for the conferences and workshops, upon request and according to the established procurement procedures.
Follow-up with venue representatives about details and needs of each event, provides all on-site requirements and coordinates all pre-event requests
Preparing, printing and organizing all event-related documents including follow up correspondence to the parties involved.
Responsible for the logistic coordination and organization of assigned events all over the world in regard to venues booking, staff travel coordination, booking flights, visa applications, transit arrangements, cab services and events’ material organization.

REQUIRED QUALIFICATIONS
EDUCATION

Essential: A first level university degree in public or business administration, logistic management, or social sciences from an accredited/recognized institute.
Desirable: Professional certification/qualification in areas such as Accounting, Human Resource Management or Procurement and Logistics.

EXPERIENCE

Essential: At least five years’ related experience, at the national and international levels, in managing logistics operations and supply operations in international organizations/institutions
Desirable: Fluency in Either French, English and Portugues and has experience working for Faith Based Organisations or the Caritas network.
Other competencies: Team work, Respect to all, Communication, producing results and knowing and managing yourself

OTHER INFORMATION

Only candidates under serious consideration will be contacted.
Interviews will be carried out on Zoom and a written test may be used as a form of screening.

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