Administrative Assistant at Amnesty International

OVERVIEW

• Provide reception, administrative services, and procurement coordination to the Kenya and East Africa Regional Office (EARO) teams. This position shall act as the first point of contact in the office, requiring the ability to exercise high standards of servicing to a range of stakeholders (internal and the AI movement, media, governments, NGOs, and beneficiaries of AI’s work, amongst others). The position will support a program that seeks to build an inclusive anti-discriminatory national movement response to gross inequalities, corruption, and impunity.

BACKGROUND INFORMATION

• Amnesty International is a Nobel Peace Prize-winning global movement of over seventeen million people committed to campaigning and action to improve human rights standards enshrined in the Kenyan Constitution and International Law. Amnesty International Kenya envisions a place where every person enjoys all the human rights enshrined in the Constitution of Kenya 2010, national laws, the Universal Declaration of Human Rights, and other international human rights instruments.
• Our mission is to undertake research and action focused on preventing and ending grave abuses of human rights. Our core values are inclusion, integrity, boldness, innovation, impartiality, independence, democracy, mutual respect, principles of international solidarity, effective action for the individual victim, national coverage, and the universality and indivisibility of human rights.
• We stand up for freedom of expression, association and assembly, economic, social, and gender justice, freedom from discrimination, equality, human rights solutions, people empowerment, feminist leadership and a campaign force that brings together our local roots and our global reach.
• As a key member of our staff, you will be required to actively demonstrate a commitment to Amnesty’s organizational values and vision and Kenyan Constitution and be familiar with rights-based organizing, citizen empowerment, and an anti-discriminatory approach to social justice. You will be required to work in teams, multi-task and work to deadlines, sometimes under pressure.

KEY RELATIONSHIPS

• Managers, all staff, Specific International Secretariat Staff, EARO

MAIN RESPONSIBILITIES

The Administrative Assistant will:

• Manage the front desk (e.g. answering telephone calls, reception duties, coordination of visitors’ parking and maintaining filing systems) and oversee routine office operations (e.g., office cleaning and repairs)
• Coordinate the logistical arrangements/ bookings for routine internal meetings, external meetings and visits from other project activities to provide efficient and effective support.
• Provide a first point contact for a wide range of audiences (internal and external) and those wishing to connect with members of staff. This will ensure that queries are responded to quickly and succinctly and that internal and external contacts receive a professional comprehensive service and good relationships are maintained.
• Management of contracts signed by EARO for office cleaning, garbage collection and landline service providers.
• Provide procurement induction to new staff in line with AIK policies and how to use relevant systems and processes with a view to increasing support capacity within the projects and improving operational speed and efficiency.
• Where appropriate, manage volunteers and interns to ensure their work is carried out in accordance with policies and procedures and meets requirements of the projects and that there is a mutually positive volunteering experience.
• Assist the Finance and Admin team in procurement processes of goods and services to ensure that the staff have what they require to carry out their work and the office operates smoothly.
• Create and maintain good relationships with vendors, maintain records/ inventory of purchases, pricing, and other important data, review and analyse all vendors/ suppliers, supply and price options.
• Develop plans for purchasing equipment, services, and supplies, negotiate the best deal for pricing and supply contracts, ensure that the products and supplies are high quality and maintain and update list of suppliers and their qualifications, delivery ties, and potential future development.
• With the support of office assistants ensure efficient store management and records.
• Coordinate office safety and convenience for staff in coordination with the Finance and Administration Manager.

WHAT DOES SUCCESS LOOK LIKE IN THIS JOB?

• The Finance & Administration department is provided with adequate assistance and support in facilitating the efficient management of the Office.
• Timely and efficient procurement processes
• Security protocols are followed to ensure that the office safety is managed effectively.
• Greater access to information, synergy and coordination experienced across AIK and EARO teams.
• Staff can complete their work in a timely manner by providing ad-hoc support to the team as required.
• Highest level of discretion is exercised through managing the exchange of confidential, sensitive or contentious information both internally and externally with managers/staff/ external persons in a professional manner.

EXPERIENCE AND SKILLS

ESSENTIAL:

A change-maker with a passion and understanding of human rights, you will ensure all Amnesty campaigns and actions are underpinned by our policies and procedures by;

• University degree in Commerce or Business Administration.
• CPA or ACCA Part II
• Minimum four years’ work experience
• Commitment to Amnesty organisational values and vision and Article 10 of the Kenyan constitution
• Experience in diary management, making travel arrangements, coordinating and servicing meetings.
• Prior experience in office administration and procurement.
• Experience of setting up and maintaining hard and soft information storage, retrieval and communication systems.
• Proficiency in technology systems including Microsoft office, Excel, ERPs specifically MS Dynamics 365
• Good inter-personal and communication skills including liaising with external guests.
• Ability to work as part of a big team.
• Ability to multi-task and work to deadlines, sometimes under pressure; and
• Understands the importance of and commitment to safeguarding the confidential nature of the work.

DESIRABLE

• Demonstrated experience in working for an international organization or one that works across multiple locations.
• Significant experience in providing high level administrative and procurement support.