Bilingual Administrative istant- IRD
Bilingual Administrative istant- IRD
Posted on :
31-08-2024
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1 Vacancy
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Job Description
Administration
- Offer administrative support to IRD staff partners and students to ensure management efficiency.
- Ensure appropriate and timely handling of correspondence in English and French
- Maintain office calendar and arranges meetings to ensure smooth workflow.
- Prepare memos reports and minutes for all meetings to ensure quality including disseminating those documents to the relevant individuals.
- Translate or have documents (emails short letters) translated into English and/or French to the understanding of all concerned.
- Communicate routine and some nonroutine information pertaining to the work of the organization.
- Maintain an efficient filing and easy document retrieval system for the representation.
- Ensure proper handling and confidentiality of sensitive information in order to adhere to organizations policy.
- Diffusion of information within and outside the organization.
- Events organization facilitate meetings both internal and external.
- Update database: e.g. mission list contact list student list.
- Update standard operating and administrative procedures for IRD staff and partners in East Africa.
- Offer project management support as required.
Mission and travel
- Register agents on mission to the IRD mission portal and draft their travel orders.
- In charge of organizing travel (flight booking visa information airport transfers hotel bookings) for IRD staff and partners.
- Contribute to ongoing improvement and efficiency of IRD travel policies and processes.
Human resource.
- Offer human resource services to staff and partner satisfaction
- such as support in the onboarding process for new IRD agents based at the Kenya office.
- Ensure the management and administrative followup of absences and annual leave of IRD staff.
Procurement.
- Affordable procurement (air tickets accommodation office and field equipment) that saves the organization time and money.
- Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
- Arranges for the purchase and timely distribution of office supplies.
Supervisory role to the IRD driver.
Requirements
- Undergraduate degree in secretarial and /or administrative management
- 23 years minimum relevant experience
- Fluency in French (CRECL level: B2/C1)
- Administrative Management.
- NGO experience is a must.
- Fluent in English and Kiswahili spoken or written.
Undergraduate degree in secretarial and /or administrative management 2-3 years minimum relevant experience Fluency in French (CRECL level: B2/C1) Administrative Management. NGO experience is a must. Fluent in English and Kiswahili, spoken or written.
Employment Type
Full Time
Key Skills
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