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Administration Assistant -Strengthening Good Governance Programme

GIZ KE
Nairobi, Kenya

Salary rangeConfidential | Contract type: Temporary

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Job Summary

Brief Description The module objective of the project is defined as follows: Service delivery at the national and county level is improved according to principles of good governance (incorruptibility, fairness, efficiency) and the principle of accountability of the Agenda 2030. In order to achieve this objective the project will contribute to increase the utilisation
of public complaints handling system (work area 1), improve capacities of selected county governments to achieve compliance with regulations on transparency and accountability (work area 2), and improve prosecution, adjudication and enforcement of court decisions of corruption and other crimes (work area 3). The program will continue working with partners along the anti-corruption chain. It will
lay the foundations for less corrupt, fairer and more efficient public service delivery in the counties of Kisumu, Elgeyo, Markawet and Vihiga by supporting the roll-out and implementation of mechanisms and measures along the anticorruption chain at county level. In addition, the program cooperates with other GIZ programs in the agriculture and sustainable economic development sector to mainstream anticorruption measures and instruments with other areas of German Development Cooperation (twin track) in partner counties of those programs. The program aims at ensuring recommendation of the task force on policy, legal and institutions reforms for fighting corruption is implemented and national initiatives, policies and strategies on anticorruption are supported. Capacities for investigating corruption and strengthening collaboration and coordination of the various actors along the criminal justice chain will be enhanced. In addition, the program will seek to sustain civic
vigilance to promote social accountability and public participation while working with Civil Society Organizations. The three work areas are closely interlinked and require a close coordination and cooperation
within the program team to achieve the program goals.Qualifications
  • Diploma in business administration/ accounting /secretarial from a reputable institution. An undergraduate degree in a relevant field will be an added advantage.
Professional experience
  • At least 6 months of professional working experience in a similar or comparable position
Other knowledge, additional competence
  • Knowledge of GIZ instruments and procedures
  • Strong interpersonal communication skills
  • Excellent knowledge of Computer applications (e.g.MS Office other related IT software application, phone, fax, e-mail, the internet)
  • Good Work ethics
  • Ability to work in a multi-cultural environment;
  • Very good English language skills, written and oral; German language skill is an advantage
  • Willingness to upgrade his/her skill as required by the tasks to be performed – corresponding measures to be agreed with management

Responsibilities

The Administration Assistant is responsible for
  • daily operational performance of all administrative tasks for the Project Manager and the entire office
  • Ensuring that the all relevant project procurement is in accordance with GIZ
    standard procedures
  • Follow a client and service oriented representation towards contracting parties
    and GIZ staff
  • Effectively coordinating with the technical advisors and admin and finance team with
    all relevant project procurement requests
  • Ensuring that the relevant filing is complete and in accordance with GIZ standards
  • Following up of outstanding invoices and list of participants with the technical advisor and or service provider
  • Secretarial tasks such as drafting letters, booking flights, etc.
  • Assisting in processing of invoices
A.Tasks
  • Purchasing of goods and services  in accordance with GIZ standard procedures, such as asking for quotations and preparing documentation
    for an evaluation
  • Purchasing national/international flight tickets for all GIZ staff employed in the project if required
  • Liaise with the Country Office on contractual and financial matters and communicates necessary information.
  • Procuring materials and equipment locally, monitor markets, issues invitations to
    tender and processes orders in accordance with GIZ regulations
  • Following up on invoices of service providers through the project as well as preparing and following up meeting rated administrative needs with the technical advisors
  • Supporting in processing of payments
  • Scanning and copying documents, other administrative tasks required for project implementation.
  • Informs immediately on admin and finance related issues and problems to the responsible persons.
  • Taking notes during meetings.
  • Support organisation of workshops or other programme interventions in cooperation with the programme team
  • Coordinating of required equipment for meetings
  • Treats information as confidential
  • Other tasks as instructed by the supervisor


Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 6 months
Required languages: English (Spoken: fluent | Written: fluent)
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