Internship – Administration Assistant at DanChurchAid (DCA)

DCA is looking for a capable and enthusiastic Kenyan National to join us for a twelve-month internship as an Administration Assistant. This position is based in Nairobi, with occasional visits to DCA’s offices in Nakuru and Kakuma. You will report to the Procurement and Logistics Officer, who is also located in Nairobi.

The primary responsibilities of the intern in this role include:

Logistics:

• Arranging travel logistics, such as booking flights, taxis, and hotels.
• Handling expense reports for hotels, air tickets, and taxis and requesting payments.
• Assisting in event planning, including finding and booking venues and confirming attendance.
• Tracking monthly logistics reports for the country.
• Maintaining an updated assets register for DCA’s assets in Kenya and supporting asset management in DCA’s ADMIND system.
• Assisting in managing the Nairobi fleet.

Administration:

• Collaborating closely with the Procurement and Logistics Officer to ensure organized filing systems.
• Managing office supplies and ordering new ones when necessary.
• Handling general office management tasks to support the Nairobi team and the organization at large, including timely payment of office operation bills and invoices.
• Ensuring the functionality of necessary office equipment and arranging for repairs or replacements.
• Keeping track of office supplies inventory and managing the re-ordering process.

Procurement:

• Assisting in conducting market surveys when required and providing feedback on market trends.
• Assisting in ensuring all procurements are completed on time and updated in DCA’s online system (ADMIND).
• Assisting in the preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other procurement cycle activity documents.
• Following up on vendor invoices and reconciling supplier statements of accounts.
• Familiarizing yourself with DCA’s procurement policies to ensure compliance.
• Undertaking any other duties assigned by the Procurement and Logistics Officer or their designates.

Required Qualifications:

• Bachelor’s degree in business administration or social sciences, with a focus on Administration, Supply Chain Management, or Procurement.
• Knowledge and prior experience (minimum of 1 year) in administrative, procurement, and logistics procedures is advantageous.
• Strong communication skills.
• Excellent computer proficiency, especially in Microsoft Office, particularly MS Word and Excel.
• High motivation, integrity, and commitment.
• Outstanding planning and organizational skills, with the ability to work independently.
• A good team player.
• Excellent interpersonal skills and the ability to handle sensitive and confidential information.

The application deadline is 6th October 2023, close of business (COB).