Summary

DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as Administration Assistant. The position is based in Nairobi – with minimal travel to DCA’s offices in Nakuru and Kakuma anticipated – and reports to the Procurement and Logistics Officer based in Nairobi.

The main responsibilities of the Intern (Administration Assistant) are:

Logistics:

• Make travel arrangements, such as booking flights, taxis, and making hotel reservations.
• Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
• Support event planning, including sourcing and booking venues and confirming attendance.
• Assist in tracking monthly country logistics reports.
• Maintain an updated assets register for DCA Kenya assets and support in managing the asset list in DCA ADMIND system.
• Assist in management of Nairobi fleet.

Administration:

• Work closely with Procurement and Logistics Officer & to ensure proper filing systems are maintained.
• Managing office supplies and ordering new supplies as needed.
• General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
• Maintain inventory of office supplies and manage re-ordering processes.

Procurement:

• Assist in conducting market survey when required and give feedback on market trends.
• Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
• Assist in preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other end to end procurement cycle activity documents.
• Assist in following up on vendor invoices and reconciling supplier statement of accounts.
• Be fully familiarized with DCA’s procurement policies to ensure they are being followed.
• Any other duties assigned by the Procurement and Logistics Officer or their designates.

Required Qualifications

• Bachelor’s degree in business administration or social Sciences in any of these fields: Administration, Supply Chain Management or Procurement.
• Knowledge and prior experience (minimum of 1 year) of administrative and procurement and logistics procedures would be advantageous.
• Good communications skills.
• Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel)
• High level of motivation, integrity, and commitment.
• Excellent planning and organisational skills, and ability to work with minimal supervision.
• Good team player.
• Excellent interpersonal skills and ability to manage sensitive and confidential information.