A. Background
GIZ has been in operation in Kenya since 1975 as commissioned by the Kenyan government. The current thematic areas for the ministry for economic cooperation and development are in the areas of agriculture, food security and Sustainable Economic Development. In addition to the already mentioned focus areas, there are also projects in the sectors of good governance, energy and migration. Other activities GIZ also engages in are in the sectors of economy and sport for development. Furthermore, GIZ using the Civil Peace Service, supports dialogue and peaceful conflict resolution of societal conflicts in Kenya.
GIZ also implements on behalf of the federal ministry for environment, nature conservation and nuclear safety, projects in the fields of environment and climate. The goal of GIZ is to support the capacity development of people, organisations and institutional structures in the partner countries so as to enable them better their living conditions through their own efforts. Based on the government agreement, GIZ implements its commission in close cooperation with the civil society. GIZ Office is looking for a Digitization assistant/support staff to support the Office and Programmes.
B. Responsibilities
The digitization/administrative support to the Human Resource Unit and will assist in our efforts to digitize all HR related documents by the end of this assignment.
C. Tasks
1. Technical
The Intern will undertake the following tasks:
- Scanning and digitization - preparing records for digitization; separating a variety of records, preparing paper documents for digitization, removing staples, binding, and removing paperclips.
- Attention to detail – to ensure that documents are correctly named and are properly e-filed
as advised by the superior. - File uploading – performing quality control to ensure documents are scanned correctly with clear images and entered the internal database.
- Time management – work with individuals from the HR Unit on a variety of tasks and ensuring efficient documentation and e – filing.
- Document security and confidentiality – to follow best practices for document and file security for both paper and digital documents.
- Communication skills – to communicate with supervisor, providing information and
preparing documents to be digitized and archived.
2. Administrative support to HR processes
The Intern will provide the following administrative support:
Photocopy and scans documents as needed
Organizes and compiles information materials for various HR functions
Labels files in accordance with GIZ filing structure
Works with colleagues to ensure consistency of documentation practices according to the company regulations
Ensuring documentation integrity
3. Other duties/additional tasks
The Intern
C. Profile
The Intern should have the following qualifications, competences and experiences;
Qualifications
University Degree or Diploma in Business Administration, Information technology or similar qualification from a recognized university.
Must have graduated not more than 12 months ago.
Professional experience
Experience in general office clerical experience in handling physical documents such as photocopying and scanning documents.
Experience in analyzing and interpreting environmental data is preferred
Proficient in the operation and use of Microsoft Office products
Proficiency in digital processes, e-filing and e-archiving processes
Other knowledge, additional competence
Good working knowledge of relevant and modern IT systems
Team-player and ability to work independently
Excellent interpersonal communication skills (verbal and written)
Good command of English.
Ability to work under pressure and think fast without losing focus.
Willingness to upskill as required by the tasks to be performed – corresponding measures
are agreed with management
Outstanding organizational skills
Attention to detail
D. Duration of Assignment
The duration of the assignment will be 3 months with possibility of extension.
E. Duty location
The duty location is Nairobi.
GIZ is an equal opportunity employer.
All applications should be received by 9th May 2024.
Only shortlisted candidates will be contacted.
