Summary of responsibilities

Administration

• Offer administrative support to IRD staff, partners, and students to ensure management efficiency.
• Ensure appropriate and timely handling of correspondence in English and French
• Maintain office calendar and arranges meetings to ensure smooth workflow.
• Prepare memos, reports, and minutes for all meetings to ensure quality, including disseminating those documents to the relevant individuals.
• Translate or have documents (emails, short letters) translated into English and/or French to the understanding of all concerned.
• Communicate routine and some non-routine information pertaining to the work of the organization.
• Maintain an efficient filing and easy document retrieval system for the representation.
• Ensure proper handling and confidentiality of sensitive information in order to adhere to organizations policy.
• Diffusion of information within and outside the organization.
• Events organization, facilitate meetings, both internal and external.
• Update database: e.g. mission list, contact list, student list.
• Update standard operating and administrative procedures for IRD staff and partners in East Africa.
• Offer project management support as required.

Mission and travel

• Register agents on mission to the IRD mission portal and draft their travel orders.
• In charge of organizing travel (flight booking, visa information, airport transfers, hotel bookings) for IRD staff and partners.
• Contribute to ongoing improvement and efficiency of IRD travel policies and processes.

Human resource.

• Offer human resource services to staff and partner satisfaction
• such as support in the onboarding process for new IRD agents based at the Kenya office.
• Ensure the management and administrative follow-up of absences and annual leave of IRD staff.
• Affordable procurement (air tickets, accommodation, office and field equipment) that saves the organization time and money.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Arranges for the purchase and timely distribution of office supplies.

Procurement.

• Affordable procurement (air tickets, accommodation, office and field equipment) that saves the organization time and money.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Arranges for the purchase and timely distribution of office supplies.

Supervisory role to the IRD driver.

Requirements

• Undergraduate degree in secretarial and /or administrative management
• 2-3 years minimum relevant experience
• Fluency in French (CRECL level: B2/C1)
• Administrative Management.
• NGO experience is a must.
• Fluent in English and Kiswahili, spoken or written