The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.
Requisition ID: req22907
Sector: Operations
Job Purpose/Objective
The Operations Assistant is responsible for providing support to all staff in IRC’s Nairobi International Hub. The position also serves as an assistant to the Senior Administration Officer.
Key Responsibilities
Staff Support
- Handle all visa processes for IRC staff and program support
- Handle travel – Air & Taxi & special transport requests
- Prepare payment requests for the office, Advances & Travel reimbursement for staff expenses
- Prepare purchase requests for IHUB Support Team
- Process visa applications for staff and follow up on issuance with respective Embassies.
- Arrange transfers/transport to facilitate local transport.
- Ensure accurate and prompt delivery of mail/messages/parcels.
- Using the IRC format, generate reference letters for visas.
- Using the format for referred visas, process to MOFA and follow-up
- Assist in data entry in the Immigration report for submission to MOFA
- Generate reference letters for visas/bank recommendation
- Manage the travel app
- Process travel invoices for payment of air tickets & taxis
- Liaise with Taxi/Cab companies
- Manage hot desking app.
- Liaison with the agents of the building
- Filing all related admin documents in a systematic manner
- Assist in printing for staff when necessary
- Manage the courier services
- Management of the Office
- Ensure adequate stock of office supplies/printing & stationery section
- Office store management – Asset inventory list & expendable stock
Utilities
- Ensure all utility accounts are well managed & documented
- Ensure equipment tagging & tracking
Key Result Areas
- Ensure quality document issuance to minimize delays in visa processing
- Ensure optimum space management and clean equipped workspace for all staff.
- Manage/control access to office.
- Ensure sufficient consumable in the office/washrooms etc
- Ensure Timely processing of travel invoices
- Ensure minimal complaints on administrative apps
- Ensure timely processing of utility invoices
Requirements
Required Qualifications
- Business Administration Diploma
- Computer Literacy in MS-Office
- Excellent interpersonal skills and professional demeanor
- Strong Organizational and time-management skills
- Excellent Communication Skills
- Excellent writing and grammar skills
Required Experience & Competencies:
- At least three years experience in similar position, preferably with an International NGO.
- Qualifications or experience in travel and immigration operations.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
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