TITLE: Administrative Assistant (Volunteer Role)

TEAM/PROGRAMME:  Administration

LOCATION:  Thika Makogeni,

GRADE: 5

CONTRACT LENGTH: 1 year, renewable

CHILD SAFEGUARDING:

Level 1 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE:

Human Resources and Administrative Assistant is a member of the Human Resources and Administration team accountable for ensuring quality, efficient and proactive administrative support services for staff and visitors in the thika Makogeni office.

S/he is responsible for providing support in the operations of the management of Human Resources office operations activities. S/he will ensure HR records are up to date, organize and coordinate new employee’s induction program, manage volunteers and interns records, and oversee the office attendants for efficient and organized operation of the office.

SCOPE OF ROLE:

Reports to: Human Resources & Administration Coordinator

Staff directly reporting to this post: 1 Office Attendants

KEY AREAS OF ACCOUNTABILITY:

Front desk support

• Greet and assist visitors upon their arrival at the office.

• Notify relevant personnel of visitor arrivals and ensure they are properly signed in.

• Manage the reception area, ensure it portrays a professional image of UNCC

• Maintain quality and efficient front desk services including appointments arrangements as required.

• Prepare data base and update contacts (NGOs, donors, government and other collaborators)

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients or departments.

• Prepare outgoing mail and packages, including addressing, stamping, and Scheduling courier services if necessary.

• Keep records of all incoming/outgoing mail for retrieval/reference purposes.

Administration support

• Acknowledge receipt of sundries & stationery before entered into UNCC stores

• Maintain an updated invoice register and provide monthly report on invoice tracker to finance and supply chain

• Timely processing of all invoices for payment of services and utilities

• Prepare monthly analysis of stationery and consumables and ensuring that the same is well managed, issued to staff and orders placed with procurement staff on a timely basis

• Support Managers in preparation for and organization of workshops and meetings ensuring value for money and due diligence process for selecting venues.

• Process employment ID and business cards for staff as requested by line managers

• Ensure effective and efficient use of all UNCC resources in order to maintain value for money.

Onboarding and inductions

• Support the Pre arrival and on-boarding process for new employees

• Responsible for tracking and updating country office new joiner’s information.

• Ensure timely registration of new employee medical and life insurance benefits

 Safeguarding

• Familiarization of UNCC’s Safeguarding Policy and strictly adhere to the Policy

• Comply with all UNCC policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.

 Other Human Resources duties

• Support the preparation and coordination of interview process.

• Monitoring of volunteer and interns contracts & updating the database accordingly,

• Vetting of volunteers and interns

• Assist the implementation of HR and Administration interventions as assigned by the line manager

• Conduct filed meetings, including team street consultation

BEHAVIORS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling UNCC values;

• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved;

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same;

• widely shares their personal vision for UNCC, engages and motivates others

• future orientated, thinks strategically and on a global Scale;

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters;

• values diversity, sees it as a source of competitive strength;

• approachable, good listener, easy to talk to;

Creativity:

• develops and encourages new and innovative solutions;

• willing to take disciplined risks;

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity;

QUALIFICATIONS AND EXPERIENCE

• Commitment  to  and  understanding  of  UNCC’s  vision, mission and values including rights-based approaches

• Bachelor degree in Human Resources, Business Administration, Social sciences or Administration and management

• At least 2 years relevant HR and Administration working experience with reputable organizations

• An understanding and appreciation of, and commitment to “customer service”

• Strong organization and planning skills to prioritize a busy workload and meet deadlines

• Ability to develop and implement effective and efficient admin systems

• Good computer skills

• Fluency in written and spoken English.  

Desirable

• Strong communication, people management and interpersonal skills, with experience working in multicultural, multi-location organizations.

• High levels of self-motivation, integrity, commitment and enthusiasm

• A person with positive attitude

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the UNCC Equal Opportunities and Diversity policies and procedures;

Child Safeguarding:

• We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

• The post holder is required to carry out the duties in accordance with the UNCC anti-harassment policy

Health and Safety

• The role holder is required to carry out the duties in accordance with UNCC Health and Safety policies and procedures.

Submit your resume electronically.

• Copy of your resume

• copy of certificate of  good conduct

• Academic copies

• National ID card copy