The jobholder supports the work of the Administration and Finance team and/or ensures receptionist functions in the Office. The jobholder commits to strict confidentiality and will be responsible for executing administrative, communications, and logistical tasks to support operations.
Key Responsibilities
- Correspondence & Communication: Follow and register incoming/outgoing correspondence from team members. Ensure timely replies and keep records of all mail and documents submitted for signature to the EU Delegation. Draft standard administrative correspondence and proofread written materials prepared by other staff.
- Filing & Reference Systems: Create and maintain filing and reference systems in conformity with DG ECHO procedures.
- Reception & Switchboard: Monitor and register all visitors, issue identification cards, and direct them to meeting rooms. Manage and operate the central switchboard, answering calls, and responding to routing requests for information.
- Office Support: Help schedule meetings. Maintain stock and distribute stationery supplies, updating stock cards appropriately. Update office staff contact list on a regular basis.
- HR & Planning Assistance: Follow up on the staff planning table (annual leave, sickness, training) and prepare monthly reports.
- Protocol Liaison: Follow up on protocol issues such as visa requests, travel permits, stay permits, and car registrations in the absence of the protocol officer.
Required Qualifications
- Education: Minimum of a Diploma in Secretarial and/or Administration.
- Experience: Minimum 3 years of relevant experience in a similar position.
- NGO/Donor Experience: Previous experience in an NGO, donor agency, or international organization is highly advantageous.
- Skills & Competencies:
- Experience in handling protocol matters.
- Good communication, drafting, and proofreading skills.
- Ability to work in a multicultural environment.
- Proficiency in MS Office packages (MS Word, Excel, etc.).
- Languages: Excellent command of written and oral English; excellent knowledge of Swahili. Knowledge of French is an asset.
- Core Competencies: Working and communicating effectively with people, achieving impactful results and quality, demonstrating exemplary attitudes, and understanding DG ECHO guidelines and values.
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