Administrative Assistant Intern at International Rescue Committee (IRC)

On Monday, November 4th, 2013

Supervisor: Senior HR / Admin Officer

 
Country Program: Somalia
Location: Nairobi
Background
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives.

Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. 

At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. 
The IRC leads the way from harm to home.

The IRC has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. 
The IRC has been operational in Central Somalia (Mudug and Galgaduud), Mogadishu and Puntland regions implementing interventions in the areas of livelihood, WASH, Governance, protection and primary health reaching out to more than 250,000 conflict and drought affected Somalis.
Scope of Work
The Administrative Assistant – Intern provides the first positive image of IRC Somalia Program office due to her/his patience, ability to listen and assist visitors. 
She/he acts as the central point of Office checks record and dispatch all messages.

Specific Responsibilities

  • Welcome and accommodate visitors and inform the concerned person without delay.
  • Provide necessary information and assure a discrete but efficient filtering when necessary.
  • Maintain reception area neat and tidy at all times.
  • Distribute mail and/or documents to those addressed to.
  • Create and/or develop an electronic telephone directory with all Mission’s contacts: internally for National and international Staff and externally for all interlocutors (emergencies, Authorities, NGOs, other sections, etc.)
  • Maintain this Directory up-to-date at all time and distribute it regularly to all.
  • Maintain telephone operations during working hours, transferring incoming calls to correspondent after having written down name, time and reason of call. In case of absence of the correspondence: if urgent and non confidential, transmit the call to another relevant interlocutor. otherwise, write down all necessary information and transmission of message without delay.
  • Call and fix appointments with external interlocutors upon request (Authorities, lawyer, other sections, HQs, etc.).
  • Take note of all messages left on the answering machine every morning and assure proper transmission to correspondents.
  • Receiving and preparing delivery reports of goods delivered by suppliers.
  • Keep in/outcoming calls registry book up-to-date at all time.
  • In case of short absence, make sure incoming calls are diverted on another colleague after informing that person.
  • Make photocopies and prepare other documents upon request.
  • Booking of fligths as requested by the staff – paying key attentions to all details.
Personal Quality
  • Flexibility
  • Clear diction
  • Excellent communication skills
  • Smart appearance
  • Cooperative
  • Good people skills
  • Good organisational skills
  • Independence
  • Initiative
  • Ability to work in a multi-disciplinary and multi-cultural environment
Required Qualifications
  • Certificate in office Management/Secretarial Course.
  • Willingness to learn, adapt to team working environment.
  • Computer literacy- word, excel, internet.
  • Excellent spoken and written English skill.
Deadline for applications: 8th November 2013

Sending applications: Interested candidates are requested to send their application and CV to the email Address: [email protected] with the subject line as IRC Somalia Jobs – Application for the position of Administrative Intern
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