Administration Assistant Regional Office for the Horn of Africa

Administration Assistant
Regional Office for the Horn of Africa
Background
The Danish Demining Group (DDG) has been providing humanitarian mine action assistance in the Horn of
Africa since 1999.  DDG has had a programme in Somaliland since 1999, in SC Somalia since 2007,  in
Puntland since 2009 and in Yemen since 2010.
DDG is a part of Danish Refugee Council (DRC), and shares its regional office facilities and draws upon its
support functions. Currently there is over 200 DDG staff in the region, and with the foreseen growth, the
DDG support function at the regional office needs to be enhanced.
Purpose
As the size of the DDG portfolio increases, additional administrative and logistical support will be required to
maintain a standard level of service to the DDG programmes in the region. The Administration Assistant will
provide critical services in support of this effort.
Responsibilities and Tasks
To achieve the position’s objectives the Administration Assistant will perform the following tasks and
undertake the following responsibilities:

 Office management (respond to inquiries, day to day office movement, car management, taxi
coordination).
 Perform general clerical duties but not limited to photocopying, scanning, filing, faxing, mailing.
 Arrange staff travel both commercial and humanitarian flights.
 Manage the accommodation of staff visiting the regional office.
 Offer support to regional office and field office in obtaining travel documents e.g. visa, travel permits.
 Routinely re-order office supplies.
 Update mail/phone directories.
 Update the staff lists (Echo, UNHAS, NSP).
 Manage the filing, storage and security of documents.
 Manage the repair and maintenance of computer and office equipment.
 Monitor insurance coverage, apartment leases, telephone services (Safaricom, Thuraya) to ensure
timely payment.
 Internal and external mail dispatch.
 Set up and coordinate meetings and conferences.
 Maintain and update vendors/suppliers list.
 Develop request quotations, order requests and contact vendors and suppliers for quotations.
 Sending procured supplies and items to the field offices.
 Manage asset transfer both in the field and in the regional office.
 Asset tagging and updating of the inventory list.
 Preparation of custom documents for goods been sent to the field.
 Monthly scanning of finance vouchers as per guidelines.
 Keep track of all bills e.g. electricity, water and ensure timely submission to the finance officer for
payment.
 Cheque dispatch. Any other duty as assigned by Regional Grant Officer and Regional Director.
Reporting Arrangements
The DDG Regional Grant Officer will direct the work of this position.
Terms & Conditions
Location:   DDG HoA Office, past intersection of Lower Kabete Road and Ngecha Rd., Nairobi
Salary Grade: 4D (55,616 KES)
Start date: January 1, 2013, or as soon as possible
Duration of Contract:   One Year, with possibility of extension, subject to funding
Personal Specifications
Essential:
 Bachelors’ degree Business Administration or Business Management.
 2 years work experience with NGOs.
 Proven ability to prioritize tasks and meet deadlines.
 Stable and robust character and a good team-player.
 Excellent communication skills, calm and a good sense of humour.
 Excellent computer skills in MS Office.
 Fluent in written and spoken English / Kiswahili.
 Able to work without supervision and accomplish results.
Preferable:
 Prior experience working for INGOs
 Drivers license
Terms and Conditions:
Health and occupational insurance is provided, one month termination benefit, housing allowance is included
in gross salary, deductions made from salary for employee contribution to NSSF, NHIF and PAYE.
Applications
Interested candidates who meet the requirements are invited to submit updated CV and cover letter
explaining their motivation and why they are suited for the position. Applications to be sent to
job@ddghoa.org  indicating “Administration Assistant” in the subject line.
Closing date is 11
th
November, 2012.