Logistics & Administrative Assistant

Job Description

TITLE: Logistics & Administrative Assistant

REPORTS TO: Finance Manager

PROGRAM: Civil Society Development and Youth Participation (CSDY) Program - Sudan

LOCATION: Nairobi, Kenya

CITIZENSHIP: Kenyan citizens preferred

SUMMARY OF POSITION

IREX seeks a Nairobi-based Logistics and Administrative Assistant for a a larger civil society development project that aims to build the capacity of youth organizations in marginalized regions of Sudan. The program focuses on the role of youth in promoting peace and reconciliation. It also involves opportunities to employ traditional and new media to address issues underlying conflict.

Under the direction of the Finance Manager, the Logistics and Administrative Assistant will be responsible for implementing program administration and support activities related to office administration, operations, logistics, finance, and program implementation. Specific duties include, but are not limited to, the following:

RESPONSIBILITIES:

• Carry out program logistics including procurement of supplies, and contractors as needed;
• Organize logistics of in-country and off-shore trainings, conferences and study tours;
• Coordinate his/her activities with the Finance Manager and Program Director;
• Provide personnel, finance, legal, and security support to the program as needed;
• Ensure effective use of funds only for purposes described in the program design and budget and per guidance provided by the Program Director and Finance Manager;
• Follow IREX’s financial and procurement policies and procedures;
• Liaise with service providers as needed;
• Obtain information and quotes for procurement processes;
• Oversee the administration of program files and relevant documents, including the filing of documents, physically and electronically;
• Registering and tracking all incoming and outgoing physical correspondence;
• Perform receptionist, operator and librarian tasks as needed;
• Assist in the preparation and implementation of financial processes as needed;
• Manage public information materials;
• Manage IREX equipment and assets; and,
• Perform other logistical and administrative tasks within the program’s scope of activities, as instructed by management.

QUALIFICATIONS

Candidates must be well organized, able to work independently, skilled at handling multiple tasks, able to meet deadlines and work in stressful situations. Other specific qualifications include:

• Minimum five years office experience; prior experience working for international organizations or donors preferred;
• Office administration and/or management experience;
• Experience managing logistics for conferences, trainings and study tours;
• Excellent oral & written communication skills;
• Strong computer skills, including Microsoft Word, Excel and Outlook;
• Experience providing logistics and administrative support for USAID programs preferred;
• Strong interpersonal skills, ability to interact effectively with partners, donors and other relevant stakeholders and personnel associated with this program;
• Highly detail-oriented, organized, and able to handle multiple projects at once; and,
• Professional proficiency in English required; proficiency in Arabic preferred.

TO APPLY

Applications accepted online only at our JOB BOARD at www.irex.org/careers. If you have difficulties with the online system please send an email to jobboardhelp@irex.org. PLEASE DO NOT SEND APPLICATIONS TO THIS EMAIL ADDRESS

NO PHONE CALLS PLEASE

EOE

AA/EOE/M/F/D/V

About the Organization

ABOUT IREX

IREX is an international nonprofit organization providing thought leadership and innovative programs to promote positive lasting change globally. We enable local individuals and institutions to build key elements of a vibrant society: quality education, independent media, and strong communities. To strengthen these sectors, our program activities also include conflict resolution, technology for development, gender, and youth.

Founded in 1968, IREX has an annual portfolio of over $70 million and a staff of over 400 professionals worldwide. IREX employs field-tested methods and innovative uses of technologies to develop practical and locally-driven solutions with our partners in more than 120 countries.