• Job Description

  Req#: 3001093

  Reports To: Head of Office

  Length of Contract: 6 months

  Activity Name: Recruitment and Engagement of Administration Assistant Intern for a Period of 6 months to provide both administrative and procurement support to the USAID Nawiri Project in Isiolo and Marsabit counties under the guidance of CRS administrative and procurement officers and organizations policy.

  BACKGROUND:

  Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

  CRS has worked in Kenya since 1965. Over the years, CRS’ focus shifted from direct relief and food distributions to a comprehensive development program that works with partners and enhances local capacity. CRS Kenya development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding.

  CRS, representing a consortium of international non-governmental organizations, local implementing partners and research institutions is leading the USAID Nawiri Program in Isiolo and Marsabit, a USAID Bureau for Humanitarian Assistance (BHA) funded 5-year Development Food Security Activity (DFSA) in Kenya. The overarching goal of this multi-sectoral activity is to sustainably reduce persistent levels of acute malnutrition in Kenya’s arid and semi-arid lands (ASALs). The activity will be implemented in two phases:

  • Phase I (1.5-2 years) Research, test approaches and collaboratively design a context-sensitive, multi-sectoral activity that sustainably reduces acute malnutrition.
  • Phase II (3- 3.5 years): Multi-sectoral Activity implementation and adaptation and Local System and Institutional Strengthening

  WHY?

  USAID Nawiri program is a multi-sectoral approach program, with diverse interventions areas and teams of consortium partners delivering on the project goal to sustainability reduce persistent acute malnutrition. In cognizant of this, effective and robust administration and operations support is paramount in proper implementation of the program mandate. The administration assistant intern will therefore be instrumental in providing this key administration and operations support.

  OBJECTIVE?

  • Administrative Assistant Interns plays an important role in ensuring the successful operation of the program and organization. Helps managing, coordinating, and delivering various administrative functions to ensure efficient operations and effective communication within the organization.

  HOW?

  The project thus plans to recruit and engage administration assistant interns who will support the project in the administration and operations support through guidance, support and close supervision of Administration Officer, Deputy Head of Office (DHOO) and Head of Office (HOO).

  In addition, the engagement will provide learning and development opportunities to the interns by providing platform for on- job-training and mentorship by project staff, partners, communities, and county government departments.

  ROLE/ WHAT FOR?

  The intern will support the Admin Officer in the following tasks;

  • Assist in clerical tasks, such as sorting and sending mail, collate and distribute mail/ parcels and consolidating waybills.
  • Keeping an inventory of office supplies by placing new needed order.
  • Assist in crosschecking purchase orders, invoice and delivery notes of all received supplies within and from Nairobi.
  • Assist in updating stock cards and OSR as well as managing staff supply per CRS policy.
  • Assist in managing office revolving equipment e.g., tablets. projector, voice recorder, height boards, banners etc. by updating record of revolving equipment and follow up on their return while inspecting conditions and reporting per CRS policy.
  • Assist in front office duties welcoming visitors and guiding them.
  • Assist the Admin Officer in ensuring the office runs smoothly by overseeing office cleaners, security, and gardener.
  • In consultation with the staff, assist in scheduling meetings and sending meeting invites to attendees (Booking office Boardroom, caritas Boardroom and confirming availability).
  • Prepare communications, such as memos, emails, invoices, reports and other correspondence when instructed.
  • Assist in Creation and maintenance of filing systems, both electronic and physical whenever required.
  • Assist in transport coordination especially local running and assist in consolidation of required documents for payment in case of hired vehicle or Taxi.
  • Work with administrative officer to schedule team meetings and to provide follow-ups.
  • Support administrative officer in managing and resolving operational issues.
  • Any other duty assigned by administrative officer or any program staff

  Personal Skills

  • Strong relationship management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
  • Excellent negotiation skills.
  • Troubleshooting and problem-solving skills.
  • Strong Communications and Organizational skills.
  • Capable of working in a dynamic, results oriented environment; ability to multi-task across various work streams/priorities.
  • Team player with a positive attitude who can work independently while also being highly collaborative and open.
  • Ability to handle sensitive and confidential information.

  Required/Desired Foreign Language: English and Swahili

  Travel Required; Limited travel to the field locations/offices if required.

  Key Working Relationships:

  Supervisory: None

  Internal: Country Representative, Head of Offices, Deputy Head of Office, Head of Operations, Senior Procurement Officer, Procurement Officer, Program Managers, Finance and Administration Teams.

  External: Consortium Partners and other vendors as needed.

  Qualifications

  WHO?

  Education and Experience

  • Diploma in business administration, Procurement and/or Supply Chain, or any other business-related diploma and/or degree.
  • Ability to work in a challenging environment with limited oversight.
  • Excellent computer literacy (familiarity with Office 365, etc.).
  • Oral and written fluency in English.
  • Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification (preferred).
  • Being residents of Isiolo and/or Marsabit counties will be an added advantage.

  Agency REDI Competencies (for all CRS Staff):

  Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

  • Personal Accountability – Consistently takes responsibility for one’s own actions.
  • Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest.
  • Builds and Maintains Trust - Shows consistency between words and actions.
  • Collaborates with Others – Works effectively in intercultural and diverse teams.
  • Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

  Agency Leadership Competencies:

  • Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
  • Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
  • Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

  DISCLAIMER: This TOR is not an exhaustive list of the skill, effort, tasks, and requirements associated with this internship position.

  Note:

  The internship program participants will not be entitled to a salary as this is not considered employment. However, they will be provided with a monthly stipend and a medical and Group Personal Accident cover as per HR Compensation provisions.

  CRS is under no obligation whatsoever to hire a graduate intern during or after their completion of the internship program.

  What we offer:

  CRS offers an opportunity for graduates to learn and work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.

  ***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

  CRS Kenya strives to be a place where a diverse mix of talented people want to come and work, stay, and do their best.

  CRS provides equal opportunity to all qualified applicants and does not discriminate based on race, colour, religion, ancestry or national origin, sex, age, marital status, physical or mental disability or handicap, medical condition and any other status protected by law. As an equal opportunity employer, CRS will recruit, hire, train and promote persons solely on their qualifications and abilities. Women are highly encouraged to apply.

  By applying to this opportunity, I understand and acknowledge that CRS requires its staff and interns to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviours related to the above safeguarding-related topics.

• About the company

  Catholic Relief Services is the international humanitarian agency of the Catholic community in the United States.

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