9 Jul 2018

Assistant Admin Officer

Job Description

CARE INTERNATIONAL

ADVERT

Assistant Admin Officer

CARE International is an international NGO working in Somalia/Somaliland. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, as well as mitigating immediate suffering caused by drought, conflict and displacement. We invite applications from experienced and talented individuals for the position ofAssistant Admin Officerbased in Hargeisa.

Position Summary

TheAssistant Admin Officeris will be responsible for managing, facilitating and coordinating all aspects of office administration work in the program support.

Assist will be handling/monitoring the central stores materials management including the store pin cards the under the direct supervision of the Senior Administration Officer (SAO). The responsibilities include Photocopying financial documents and managing of Guest house needs, Restocking of the central store food and nonfood items, equipment management under the admin store and relating to guesthouse and office running. The position is to provide efficient, quality and timely support services within the remit of this job.

Duties & Responsibilities

General Photocopy management

  • Responsible for managing the photocopying of all CARE documents i.e. financial documentations.
  • Ensuring that the photocopy machine is working properly and well maintained and also ensure that all photocopied documentations are kept confidential.
  • Responsible in reporting to administration office any faultiness or maintenance needed by the photocopy machines.
  • Manages the central store including checking and restocking of food and non-food
  • In liaison with Administration, ensures that there is enough supplies for the office/guest house.
  • Manage and undertake the responsibility of need e.g. Butane gases  mineral water for both the guest house as well as the office

General Administration

  • Manages the assets in the central store including checking in and out of the asset
  • Responsible in updating the stock cards for supplies and signing the documents from the concerned administration in charge
  • Ensure that staff work in a conducive environment where there is enough aeration, lighting and report any occupational dangers like loose cables and equipment/ furniture and supplies not appropriately arranged.
  • Ensure that there is a proper filing system that is maintained regularly with records kept properly and updated frequently
  • Organize dispatch of goods and equipment as per requirement, ensuring that documents accompanying dispatches such as packing lists and waybills are correctly filled and signed
  • Assist with all organizational and logistics requirements pertaining to workshops, meetings and consultant visits
  • Ensure availability of appropriate First Aid Kits in vehicles with non-expired contents
  • Assist arrangements and preparing of summary log sheets for vehicle both temporary and rented ones

Facilities

  • Responsible for following up the maintenance of facilities (office and guesthouse), by making sure that light and water are functioning well and report to the admin officer in case of any problems
  • Responsible for ensuring that there is enough of water refiling containers and gas cylinders for both the office and the guest houses.
  • Responsible for ensuring the office and guest house water reservoirs are always not empty and have water
  • Following up the office and guest house premises with the gardener, and make sure that the environment is clean
  • Manage and undertake the responsibility of need e.g. Butane gases mineral water for both the guest house as well as the office
  • Making sure that vans and all windows are closed and alert staff to do so after work
  • Responsible for collecting and distribution of prepaid scratch cards for the staff.

QUALIFICATIONS AND COMPETENCIES

  • Diploma in Communications, Administration or other relevant studies
  • Competent in Microsoft word, power point and Excel programs
  • Fluent in English both oral and written
  • A team player with good organizational and interpersonal skills
  • Ability to use one’s judgment, collect synthesize and report information including recommendation for action.
  • Personal initiative, proactive, reliable and ability to coordinate, control and plan. Able to work with limited supervision.
  • At least three years working in a busy administrative environment

KEY RELATIONSHIPS

Internal contacts

  • All staff
  • Nairobi and other Somalia/Somaliland sub-offices

External contacts

  • Vendors
  • Somalia stakeholders

How to Apply:

Interested candidates who meet the criteria above are encouraged to send their application letters and detailed CV to recruit@som.care.org by July17th, 2018. Kindly indicate Assistant Admin Officer – Hargeisaon the subject line when applying. Only shortlisted candidates will be contacted.

CARE is an equal opportunity employer promoting gender, equity and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse.


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