Operations Assistant at Urgent Action Fund-Africa

  • Full Time
  • Nairobi

Urgent Action Fund-Africa

Specific Responsibilities

  • Provide logistical support for events, missions, and conferences.
  • Facilitate hotel visits to assess events, staff, and stakeholders’ travel.
  • Assist in travel arrangements, including verifying all bookings with hotels and airlines,
  • processing of visas, collaborating with transport companies for all ground transfers, and providing travel insurance for staff.
  • Facilitate travel logistics for the Executive Director in Kenya in liaison with the Senior Operations Officer.
  • Support the drafting of travel logistics notes for all travels related to the events.
  • Collaborate with approved travel agents on ticketing.
  • Ensure travel documents and next of kin information for travelers and participants are up to
  • date and filed for smooth ticketing processes.
  • Prepare purchase requests for approval, negotiate with suppliers, and liaise with the
  • Procurement Committee for supplier selection.
  • Facilitate logistics for the Feminist Republik Festival as scheduled.
  • Assist in managing the organisation’s filing system.
  • Monitor follow-up actions from correspondence.
  • Minute-taking during the various meetings.
  • Respond to internal and external emails.
  • Supervise the function of the Office Assistant and Operations Intern
  • Facilitate office errands as necessary.
  • Ensure maintenance of equipment and office premises in consultation with the landlord.
  • Assist in managing vendor performance and adherence to contracted terms, ensuring suppliers comply with the Fund’s policies.
  • Supervise all aspects of office reception, including, but not limited to, answering phone calls, meeting, greeting, and settling visitors.
  • Schedule and assist with preparing internal and external meetings (e.g., sending meeting invitations, booking and preparing rooms, organizing catering, minute-taking etc.).
  • Dispatch all posts and packages as necessary.
  • Supervise office supplies stocks (stationery, kitchen supplies, IEC materials) and flagging when new supplies need to be ordered;
  • Oversee general office duties on demand: photocopying, faxing, mailing and filing (hard copy and digital).
  • Undertake other tasks and activities as requested.

Qualifications
The ideal candidate shall have:

  • Bachelor’s degree in Business Studies, Commerce or any related field
  • 2- 3 years experience in administrative and logistics processes.
  • Proficiency in Excel, Word and PowerPoint.
  • Excellent written and verbal skills
  • Ability to interface sensitively with people from various social, economic, political, cultural and religious backgrounds.
  • Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results and building effective teams

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To apply for this job please visit uafahrrec.peopleshr.com.