Administrative Assistant

at Integrity
Published November 13, 2022
Location Nairobi, Kenya
Category Administration  
Job Type Full Time  

Description

Integrity is seeking an Administrative Assistant to support SMLP-2 as part of the Nairobi-based Operations and Support Team. The Administrative Assistant will report to the Security Operations Officer and will contribute to the efficient administration of human resources and general office administration including renewal of business permits, maintenance of personnel files and archiving. Supporting logistics around the arrival and movement of international staff and consultants through processing of travel documents such as entry and exit visas, and residency applications (special passes and work permits) from the respective ministries, and support in staff welfare management.

Terms of Reference
The Administrative Assistant will be responsible for the following:

Human Resources

Support Security Operations Officer in recruitment processes, including posting vacancy notices online in compliance with Ministry of Labour and Social Protection and Home Office requirements; filtering CVs; arranging interviews with potential candidates; and maintaining all relevant documentation.
Maintain HR related files including updating the database systems and ensuring CCN personnel files are up to date.
Update employee leave tracker and, with the Security Operations Officer, support employee annual leave planning, always maintaining adequate staff coverage in the Nairobi and Somalia offices.
Support Security Operations Officer in collecting and processing staff timesheets to ensure all required documentation is available for monthly payroll processing.
Support in the processing of visas, work permits, and other legal documentation for international staff and consultants, as needed.
Assist with staff separation and offboarding.
Support and guide staff on performance management.
Administration

Support the Security Operations Officer in managing contractual and human resource related issues with consultants and short-term staff.
Support administrative activities by organizing and archiving information.
Oversee general office administration, including ensuring availability of office supplies, preparing purchase requests when levels are low, raising maintenance requests for forwarding to the office landlord, and ensuring overall maintenance of the office space.
Other project-related duties as required and requested by the Security Operations Officer and/or Sr. Finance & Operations Manager.
Your Education and Experience
Experience in supporting administrative activities for international organizations.
Proficiency with Microsoft Office, particularly Excel and Word.
Experience in conducting office administration in Nairobi.
Previous work experience in Somalia preferred.
Understanding of the local socio economic and cultural context in Kenya and Somalia preferred.
Experience of working with international staff, including speakers of other languages.
Competencies
The candidate will be able to:

Work effectively and efficiently as part of a dispersed team in Somalia, Nairobi, and Integrity’s Home Office.
Communicate effectively with relevant Integrity counterparts both verbally and in written form.
Maintain organized records and track and report progress on tasks regularly; strong administration skills and a capacity for multitasking.
Utilize technology platforms and computer applications for communication, documentation, and collaboration.
Represent Integrity in a manner in line with our company ethics and values.
Languages
Excellent written and oral fluency in English required, fluency in Somali preferred.

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