
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.