Role Purpose:

Providing general administrative support and driving services to the Regional Director and Staff in the office.

Role Deliverables:

Transport-related:

• Ensure safe driving of Regional Director and office staff.
• Receive and manage motor vehicle registration and de-registration of all ARO official vehicles with diplomatic plates.
• In collaboration with the supervisor, ensure timely and adequate valid insurance cover for office and general office equipment.
• Ensure that office vehicles and equipment are always in serviceable condition and timely arrange for repairs in the event of need and/or routine servicing.
• Ensure prompt and accurate delivery of mail to multilateral, bilateral, embassies and consular, government and non-government agencies/ organizations operating from Nairobi.
• Support supervisor to assist expatriate staff and their dependents.
• Prepare dispatch and follow up on residence permits, diplomatic cards, motor vehicle registration and VAT Exemptions for ARO.
• Maintain a record of travel and fuel consumption of the organizations’ vehicles.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Administration-related:

• Supports the coordination and follow-up of all duty-related travels.
• Support the day to day logistical and administrative set up of the office by ensuring that what is necessary for staff to work in a smooth, healthy and safe environment is provided;
• Performs other duties are requested by supervisor.

Requirements

Key skills/Expertise:

• Proven experience in a similar position; preferably in the NGO sector
• High degree of integrity and honesty and ability to maintain high level of confidentiality
• Good sense of orientation and knowledge of the city’s routes
• Computer literacy (Word, Excel, and Power Point)
• Diligence and attention to detail
• Good interpersonal relationship and communication skills
• Fluency in English; working knowledge of French and/or Portuguese is an added advantage
• Subscribe to IPPF’s Policies, Mission, Vision, and values and IPPFAR’s, Procedures, rules, and regulations
• Focus on continuous improved results/performance
• Sound judgment.
• Initiative and ability to work independently as well as a member of a team
• Flexibility and willing to work outside normal working hours when the exigencies of service so demand
• Ensure the safety and security of the vehicle and its passengers.
• Role models safeguarding, anti-racism and non-discrimination and acts with integrity
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.