CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis.  These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. 
CARE International in Kenya (CIK) has been working in Kenya since 1968, and its core programming areas include community adaptation to climate change and disaster risk reduction; humanitarian assistance and emergency response; agriculture & market systems for food and nutrition security; Water, Sanitation & Hygiene (WASH); health, equity & rights; and women’s economic empowerment.

Project Description

he CASCADE programme goal is to improve food security and contribute to the reduction of malnutrition of at least 5 million women of reproductive age and children under 5 in Benin, Nigeria, Uganda, Kenya, Ethiopia and Mozambique. The consortium is comprised of CARE International and GAIN, two organisations that have extensive experience in tackling malnutrition in the programme countries at multiple levels. The programme has two strategic objectives: it aims to increase access to and consumption of healthy diets, as well as increasing the resilience of households to economic and climate change-related shocks across the six countries, with a focus on women of reproductive age and children. The programme will galvanise government, business and communities around 5 domains: 1) Policy change and accountability; 2) Re-engineering markets and mobilising private sector; 3) Transforming cultural norms and practices; 4) Taking a gender transformative approach; 5)  Systematising data and learning for policy. In Kenya, the programme will focus on the counties of Nakuru, Nyandarua and Nairobi, aligning with GAIN’s A1 programming areas. CASCADE will build on successful projects in Nyandarua by CARE which have successfully implemented FFBSs that integrated gender-trans formative interventions.

CARE Kenya is seeking to recruit an Administrative Assistant to be based in Nakuru to provide professional administrative support services to the CASCADE project. She or he will also be responsible for the overall general office  administration and the provision of logistical services, procurement support as well as manage, supervise and monitor all aspects of  Nakuru Sub-Office
 
1. Program Administration-30%

• Manage day-to-day administrative functions/operations for the Project 
• Ensure effective and efficient documentation and correspondence management for the project
• Arrange for meetings and take minutes during staff meeting and disseminate accordingly in good time.
• Offer secretarial services

2. Program/Project Support-20%

• Prepare and share Itineraries for the visits and share with the visitors/Staff in good time ahead of the visits. 
• Make logistic arrangements for Project related activities. 
• Ensure proper filing is done for the program office in both soft and hard copies. 
• Management of all administrative functions required by the projects.

3. Procurement & Logistics-20%

• Support the Procurement team by ensuring that all procurement activities and systems are implemented and managed to ensure adherence to CARE Policies and Procedures and services to the project are efficient.
• Liaise with procurement for project related purchase needs and for project related purchase needs and follow-up of the same.
• Ensures that the Purchase Requisitions are raised for the services required.
• Ensures that all vendors’ invoices for the services delivered are forwarded to Finance Office through procurement office for payment.
• Ensures that all goods ordered are received and confirms the same to procurement office.
• Facilitate hotel accommodation arrangements for staff and visitors upon requests.

4. Provision of HR and Administrative Function-30%

• HR support: Custodian of confidential and personnel records for all staff in Nakuru
• Perform and assist in any matters of human resources related as may be requested or required by the HR Manager
• Supports the HR department on new staff orientation in Nakuru
• Fleet Management: Ensures that vehicle repairs and maintenance are done effective upon notified by the driver concerned.
• Utility Management: Coordinate with the utility providers (Telephone, Internet, electricity, water, Generator fuel and service, security, cleaning services) for smooth services provision.
• Premises Management: Oversee office repairs and the grounds cleanliness and maintenance, responsible for the opening and closing of the office daily on official working days and hours.
• Asset Management:  In liaison with the project team,  ensure that all asset in place are accounted for and are in safe custody for the Nakuru Office and the report filed with the Admin team in main office. 
• Keep records of office equipment maintenance contracts and monitor services.

5. Support to Finance Department-10%

• Petty Cash:  Petty Cash holder for the Nakuru office and ensures management as per the Petty Cash Policy 
• Ensure that all projects/staff payment documents are forwarded to Finance Office for payment 

6. Any other duties as may be assigned by Line manager

• Bachelor Degree in Business related field 
• Diploma in Business Administration and Certificate in Secretarial Studies, Computer training MS office.

Experience/Technical Skills
Required

• At least 2 years of working experience in a similar role in a busy environment 
• Effective communication, team work, good public relations, self-driven, problem solving and decision making skills.
• Good organizational and interpersonal skills,
• Ability to multi-task,
• Knowledge in applicable system software in place.
• Office Management skills.
• Exemplary computer skills with proficiency in MS Office 
• Fluency in English and Kiswahili.
• Experience on Office administration and management. 
• Good analytical and problem-solving skills, 
• Excellent communication, report writing and interpersonal skills with high integrity, 
• Team player and reliable, 
• Results oriented with ability to work well under pressure with minimum supervision while undertaking multiple tasks, 
• Dedicated to maintaining high quality standards.

Competencies

• Communicates effectively
• Action oriented
• Collaborates
• Customer focus
• Organizational savvy
• Plans and aligns
• Financial acumen
• Values differences

CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.

Deadline to receive all applications will be on or before  18th August 2022, at 5.00 P.M EAT. 

We do require that you have the legal ability to work in Kenya and while we would like to respond to all applicants, only short-listed candidates will be contacted. Canvassing will lead to automatic disqualification

CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies.