Internship – Administration Assistant at DanChurchAid (DCA)

• DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as an Administration Assistant. The position is based in Kakuma – with minimal travel to DCA’s office in Lodwar anticipated – and reports to the Finance Officer based in Kakuma.

The main responsibilities of the Intern (Administration Assistant) are:

Logistics:

• Make travel arrangements, such as booking flights, and taxis, and making hotel reservations.
• Reconcile hotel, air tickets & taxi expense reports & request payments.
• Support event planning, including sourcing and booking venues and confirming attendance.
• Assist in tracking monthly country logistics reports.
• Maintain an updated assets register for DCA Kenya assets and support in managing the asset list in the DCA ADMIND system.
• Assist in the management of the Nairobi fleet.

Administration:

• Work closely with the Procurement and Logistics Officer & to ensure proper filing systems are maintained.
• Managing office supplies and ordering new supplies as needed.
• General office management duties to support the Nairobi team and wider organization, ensuring all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, and repair or replace damaged office equipment.
• Maintained inventory of office supplies and managed re-ordering processes.

Procurement:

• Assist in conducting market surveys when required and give feedback on market trends.
• Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
• Assist in the preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other end-to-end procurement cycle activity documents.
• Assist in following up on vendor invoices and reconciling supplier statements of accounts.
• Be fully familiarized with DCA’s procurement policies to ensure they are being followed.
• Any other duties assigned by the Procurement and Logistics Officer or their designates.

Required Qualifications

• Bachelor’s degree in business administration or social Sciences in any of these fields: Administration, Supply Chain Management, or Procurement.
• Knowledge and prior experience (minimum of 1 year) in administrative procurement and logistics procedures would be advantageous.
• Good communication skills.
• Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel)
• High level of motivation, integrity, and commitment.
• Excellent planning and organizational skills, and ability to work with minimal supervision.
• Good team player.
• Excellent interpersonal skills and ability to manage sensitive and confidential information.
• Minimal work-related travels are expected in this position.