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Administrative Assistant
Category: Office & Admin Location: Nairobi, Kenya
Employment Type: Contract/Temporary
Summary: Safer World
Description: Title: Short term contract – Administrative Assistant

Location: Nairobi, Kenya

Purpose: To support the Somali programme Administrative support functions

Reporting To: Programme Adviser (Nairobi)

Key Relationships: Internal: Somali programme Adviser, Head of Africa
Programme, Nairobi Operations team

External: Partner Organisations, NSA Platforms, the EC and other Somali related agencies.

Background

Saferworld is an independent non-governmental organisation that works with governments and civil society internationally to prevent armed violence and to create safer communities.

We have regional programmes in Africa, Europe and South Asia, which seek to tackle the spread of small arms, promote conflict-sensitive development, develop security and justice sectors to address people’s security needs, and build the capacity of local organisations to promote change.

Saferworld has a staff of 36 people, and offices in London (UK) and Nairobi (Kenya).

In Somalia, Saferworld and partners have been supporting a process to establish a non-state actors (NSA) forum that can effectively engage in dialogue with local administrations, transitional government structures and donors, particularly the European Commission.

The process of establishing this forum has been crucial and has involved facilitating dialogue among non-state actors from historically divided regions of Somalia.

The programme is organising a meeting of all NSA, donors and partners during the month of December in Nairobi.

This TOR is for a temporary hire to help in the planning, logistics and management of the meeting.

The specific tasks include:
  • assisting in getting all documentation in place for visas
  • supporting and following through on visa process
  • sourcing venues and proposing suitable venue for the meeting
  • coordinating transport to and from airport to the venue
  • provide participants with information regarding the meeting before hand
  • ensure all necessary background documentation reaches participants before the meeting
  • respond to questions and queries of participants
  • ensure all necessary materials (stationary etc) and equipment (projector, printer, copy machine etc) are available for the meeting
  • deliver mail, run errands etc in the preparation of the meeting
Requirements:
Time frame: the work will be conducted over 20 working days between the signing of contract and the end of the planning meeting in mid-December.

Some days may only require a few hours work and thus will not be counted as ‘full days’.

A time sheet system will be developed.

Working conditions: the majority of the work will be conducted in Nairobi. The assistant will be required to move around Nairobi using various transport means.

Skills, qualifications and abilities:
  • good interpersonal communication skills
  • able to operate on own – initiative
  • experience in working in and around Kenyan visa offices
  • experience in managing large complex conferences
  • good computer skills in word and excel
  • excellent written and spoken English – knowledge of Somali would be an advantage
Deadline for applications:

To apply: Please email your CV

Job ID:30478
Date Posted:03 November 2009
Closing Date:09 November 2009
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Contact Info: Human Resource Manager
Safer World


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