Administration and Office SupportInternshipEntry-level(0-1 yr)
Job Description
About the Role
The Administration Intern will provide essential day-to-day administrative support in the Nairobi office. This role is an excellent opportunity to gain hands-on experience in administration, event management, inventory control, and travel logistics through active job shadowing and mentorship.
Key Responsibilities
Day-to-Day Administrative Tasks
Handle incoming and outgoing correspondences for the office.
Issue stationery and consumable supplies.
Monitor inventory levels to ensure store records match between the physical stock and bin cards.
Perform clerical tasks such as filing, recording deliveries, and tracking parcels.
Maintain trackers and reports in Excel.
Contribute to the improvement of administrative processes and efficiency.
Complete additional tasks as assigned on an ad-hoc basis.
Support with invitation letters and payment processing when needed.
Learning and Shadowing Opportunities
Support the management of administrative stores, conducting regular inventory checks and effectively implementing FIFO (First In, First Out).
Assist in event management, including booking accommodation, conferences, and outside catering from sourcing to payment processing.
Gain knowledge of General Programme Equipment (GPE) management.
Learn how to use the Cost Benefit Tracking tool to analyze and report on cost efficiency.
Learn travel management procedures, from receipt of approved travel requests (TAR) to placing bookings and managing ticket payments.
Support front office management and provide coverage for the Administration Assistant or Office Assistant when required.
Child Safeguarding
Ensure a full understanding of the provisions of the Child Safeguarding Policy, the Code of Conduct, and related policies.
Conduct oneself in accordance with these rules in both personal and professional spheres, including reporting any suspicions of child abuse.
Ensure work activities do not put children at risk.
Core Values
Accountability: Holding self and others accountable for decisions, managing resources efficiently, and role-modelling organizational values.
Ambition: Setting challenging goals, taking responsibility for personal development, and sharing a forward-looking vision.
Collaboration: Building effective relationships, valuing diversity, and being approachable.
Creativity: Developing and encouraging innovative solutions and taking disciplined risks.
Integrity: Maintaining honesty, openness, and transparency.
