Finn Church Aid Administration Assistant Officer Jobs in Kenya
Finn Church Aid is a right-based organisation with 70 years of experience and operations in 12 countries. FCA is Finland’s largest NGO working in development cooperation and second largest provider of disaster relief. We work in development, humanitarian assistance and advocacy, guided by international human rights standards and principles.
We contribute to positive change by supporting people in the most vulnerable situations within fragile and disaster-affected areas. We consider three thematic areas as central to sustainable change: the right to peace (R2P), livelihood (R2L) and quality education (R2QE).
In Kenya, FCA has been working since 2014 in all three thematic areas, supporting local communities and governments to resolve and prevent conflicts in five counties of northern Kenya; providing access to primary education in Turkana, Garissa, Marsabit, West Pokot and Samburu, Kenya’s poorest counties; and improving access to quality education for children, youth and their families with holistic support mechanisms. FCA also provides emergency cash assistance to drought-affected families in Garissa.
Primary purpose of the position:
Act as the point of contact for all employees by providing administrative support and managing their queries. Manage the day to day administrative duties in the office while assisting in general HR & administration work in the areas of office management, Personnel management, Performance management and staff development that are necessary to maintain a skilled and competent workforce at field level.
Duties and responsibilities
General Office Management
Managing office supplies and ordering new supplies as needed.
Systematically filing important organization documents.
Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation
Ensure the field office is clean and tidy and all basic facilities are available for staff to work in a comfortable environment.
Schedule in-house and external events٫ maintain corporate calendar and book meeting rooms.
Manage correspondence (including letters٫ emails and packages)٫ arrange travels and accommodations
Scheduling meetings and booking conference rooms.
Hiring maintenance vendors to repair or replace damaged office equipment.
Oversee the inventory of office and stationery supplies and ensure to request order when necessary
Build and maintain filing systems, both physical and digital.
Organize a filing system for important and confidential company document
Manage office supplies stock and place orders
Support with travel and accommodation bookings and airport transfers for staff / visitors in liason with Nairobi Office.
Organize and schedule meetings/appointments as may be required.
Take accurate minutes of meetings and ensure their distribution and filing.
Maintain staff movement register and follow up with locations and movement of staff, inform supervisor in case of non-adherence.
Ensure all office equipment such as Air Conditions, Water Dispensers, Photocopier, Printers, telephones etc. are in good operational state.
Maintain good communication with visitors/guests, office and project staff, service providers and consultants.
HR Records & Information Management
Ensure quality and integrity of HR filing system by keeping all HR records, information and files clearly labelled, organised and confidential.
Maintain staff personal files in the field office and ensure that all files have up to date information.
Recruitment & Selection
Draft advertisements for authorised recruitments in liaison with supervisor ensuring FCA guidelines and recruitment practices are followed.
Assist to facilitate advertising/circulation of advertisements on various platforms as agreed with Supervisor.
Assistant to arrange for and coordinate interviews (date of interviews, calling short-listed applicants).
Ensure records of all recruitment and selection processes of employees are correctly filed.
HR Support Services
Assistant to draft employment contracts for staff and draft requested letters in line with changes to employee terms and conditions of employment.
Support implementation of induction and orientation of both new and existing employees, ensuring that all relevant policy documents are made available.
Respond to general staff queries and advise them on FCA’s HR policies and procedures and local legislative requirements, seeking advice from supervisor & HR & Admin Coordinator.
Undertake any other duties and generate HR Admin reports as part of capacity building within the department.
Competence, Experience, Skills, Knowledge needed
A Bachelors Degree in Business Management / Administration or related discipline ie Human Resourse, Social Sciences, Social Work and Social Administration, Public Administration, etc.
Excellent planning and organizational skills
Strong analytical and problem solving skills
Good communication, facilitation and presentation skills. Strong interpersonal skills and high level of integrity
Experience in refugee operation will be an added advantage
Computer literacy
The position involves making timely decision under pressure and also involves high level of integrity, due to care and caution.
How to Apply
For more information and job application details, see; Finn Church Aid Administration Assistant Officer Jobs in Kenya
Find jobs in Kenya. Jobs – Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.
Jobs in Kenya – banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.
Find your dream job from 1000s of vacancies in Kenya posted and updated daily – click here!
