The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
The Administration Assistant is responsible for maintaining the interior of the IRC Lodwar Office in the condition required by the lease agreement and ensuring cleanliness of the office & compound. As well, he/she provides support in Admin, Reception & Procurement Dept.
Key Responsibilities
Administration Assistant Duties
- Sits at the reception desk and receives visitors.
- Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
- Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstations.
- Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.
- Ensures proper filing of all documentation that needs to be filed.
- Ensure timely collection of utility bills for payment.
- Prepares monthly payment requests for office drinking water, office milk and any other payment requests for administration department.
Procurement And Warehousing
- Assist with procurement requests emanating from the IRC Lodwar Office through tracking, scanning and follow up for approvals.
- Raise purchase request for operations.
- Receives and records all invoices and delivery reports received from the warehouse & Suppliers and distributes them to relevant department.
- Leads in store releasing of the necessary items for the IRC Lodwar Office.
- Advise the Supply Chain Officer/Field Coordinator on procurement-specific issues or improvements.
- Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices.
- Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
- Ensuring that all Supplies, services, and equipment’s required are delivered in time.
- In liaison with the driver, collects items from the warehouse for the office use.
- Ensure there is water and office supplies.
- Ensure there are up-to-date leases for the office and guest house.
Others
- Attend to any other duties or tasks delegated by the supervisor or designate.
Minimum Qualifications:
- Holder of Diploma/Degree or equivalent in Purchasing & Supplies management or Business Management.
- At least 2 years’ experience in procurement administration, from a non- governmental or humanitarian international organization.
- Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence through negotiation skills.
- Demonstrated people skills.
- High sense of integrity
- Good writing and organizational skills
- Excellent computer skills and experience working with procurement software.
- Cultural and diversity sensitivity, commitment and an understanding of the values of IRC and the principles of equal opportunities.
