Administrative Assistant – WOAH Sub-Regional Representative for Eastern Africa in Nairobi

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Last update: Oct 20, 2023 Last update: Oct 20, 2023

Details

Deadline: Nov 8, 2023 Deadline for applications has passed

Location: Kenya

Kenya

Organization: World Organisation for Animal Health

Sectors:

Administration

Job type:Contract, 12 months +

Languages:

English

Work experience: Min 2 years

Salary:Become a member

Date posted:Oct 19, 2023

Expected starting date:As soon as possible

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Description

Administrative Assistant
Based at WOAH Sub-Regional Representative for Eastern Africa in Nairobi

Job purpose
The position supports the WOAH Sub-Regional Representation for Eastern Africa for office administration, maintenance, and logistics for regional meetings and training courses.

Missions and activities
Under the direct supervision of the Sub-Regional Representative for Eastern Africa, implement agreed and approved activities, in conformity with the administrative and financial procedures of WOAH.
– Provide administrative support to the Sub-Regional Representative (secretarial services);
– Ensure the regular maintenance and prompt repair of office equipment and office vehicles, including vehicle logbooks and monitoring of mileage;
– Ensure the proper archiving of documents and management of the office library;
– Draft all necessary administration management correspondence and be responsible for follow-up, including human resources-related tasks;
– Conduct minute-taking and drafting of reports of staff meetings;
– Collect quotations for equipment and materials; and prepare and follow up on procurement requests;
– Perform all office administration duties including quotation requests, purchase order follow-ups, stationery supplies, computer and IT support services (internet) in the form of hardware procurement, software installation, computer maintenance etc;
– Set up and maintain an appropriate office assets registry record, with annual valuation (depreciation), for insurance purposes;
– Supervise office cleaning, office hygiene and the planning and delivery of supplie;
– Supervise the collecting and dispatching of mail from the post office and organise hand deliveries of urgent mail and documents as per instructions;
– Provide all necessary administrative and logistics support in the organisation of workshop, training courses, seminars and conferences, whether online or face-to-face (including translation and interpretation services);
– Provide support in the organisation of staff travel (mission order requests, booking of tickets).
ln addition, the Sub-Regional Representative for Eastern Africa may, when necessary, assign to the incumbent any other duties, responsibilities and activities within his or her area of competence.

Qualifications and Experience
– Diploma OR Bachelor Degree in Administration, Management, Office Management or related fields;
– Two or more years’ relevant work experience;
– Experience working in or with inter-governmental, regional and/or international organisations.
Requirements:
Technical skills:
– Excellent command of the usual electronic communication and IT tools, including (but not limited to) word processing, mail merging, spreadsheets, video-conferencing (Zoom, Teams, Webex), e-mail, and internet clients, including One Drive and Share-Point applications, as well as editing of online forms (SmartSheet and Microsoft Forms);
– Experience or knowledge of tasks related to office management, secretarial tasks, records management, procurement and supply chain management;
– Understanding of procurement processes;Understanding and experience of facilities management, correspondence handling;
– Experience in drafting official communication;
– Experience in preparing reports and summaries, presenting information allowing easy analysis and understanding;
– Experience in organising events, liaising with various support functions and stakeholders.
Interpersonal skills:
– Excellent command of English, both written and spoken;
– Knowledge of French language is an asset;
– Excellent interpersonal skills in nurturing of a great relationship with all relevant host government authorities and service providers;
– Highly diplomatic and able to provide consistently high levels of customer service.

Working conditions
– Contract duration: 2 (two) years renewable.
– Location: WOAH Sub-Regional Representative for Eastern Africa in Nairobi, Kenya.
– Salary (on a full-time monthly basis): From 1,600 € net per month commensurate with qualifications and experience (with in addition shared contributions to pension and medical insurance).
– Relocation allowance (eligibility for allowances depend on the staff member’s specific circumstances).
– Annual leave: 25 calendar days of annual leave.
– International, multicultural and enriching environment
The position is based at the WOAH Sub-Regional Representation for Eastern Africa (Nairobi, Kenya). This is a full-time position. The position requires occasional missions abroad, in the region only.
Expected working hours are 8 am – 5 pm with one lunch break, 5 days per week.
Valid drivers’ license is strongly recommended.

General information
WOAH places high value on a multicultural and positive work environment. WOAH is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic, origin, gender, opinions, or beliefs.
If you are interested in the position, please complete your application online by 8 November 2023 at the latest by clicking on the link below. APPLY HERE