Administration Intern

Kenya

ROLE PURPOSE: 

Under the supervision of the Administration Officer support in the fulfilment of operational administration requirements for Save the Children and implement laid down Administration Standard Operating Procedures.

KEY AREAS OF ACCOUNTABILITY:

Day to Day Administrative tasks 

• Handling incoming and outgoing correspondences for the office.
• Issuing stationaries and Consumable supplies.
• Monitoring inventory levels to ensure store records match between the physical stock and bin cards.
• Performing clerical tasks such as filing, recording deliveries and tracking parcels.
• Help in maintaining trackers and reports in excel.
• Contributing to the improvement of administrative processes and efficiency.
• Completing additional tasks as assigned on ad-hoc job basis.
• Support with Invitation letters when needed.
• Support with payment processing when needed.

Other duties through Job shadowing:

• Supporting in management of admin stores by maintaining store records and conducting regular inventory checks to ensure stock are maintained above the reorder level. Implementing FIFO effectively during issuance.
• Supporting event management, booking accommodation, conferences and outside catering, from sourcing to payment processing.
• Gain knowledge on GPE (General Programme Equipment) management. 
• Learning how to use Cost Benefit Tracking tool to analyse and report on cost efficiency.
• Learn travel management, from receipt of approved TAR to placing a booking and ticket payment.
• Support with the front office management.

Child Safeguarding:

• The Administration Intern has an obligation to ensure he/she fully understands the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. He/she must conduct him/herself in accordance with the rules of the Child Safeguarding Policy, in his/her personal and professional lives – which includes reporting suspicions of child abuse.
• The Administration Intern must ensure the way he/she is carrying out his/her work is not putting children at risk (or further risk).

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

• A degree in Business Administration or any other relevant degree.
• Attachment or Internship experience with other organisation will be an added value.
• Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint). 
• Excellent written and verbal communication skills.
• Strong and proven experience in people and relationship management.
• Diligent, organized and meticulous
• Thrives in a fast pace, constantly changing environment
• Strong verbal and written communication skills
• Has a good eye for detail
• Is responsible and dependable
• Knowledge of Microsoft Office/Google Docs and Sheets preferable
• Willing to learn
• Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies
• Commitment to Save the Children Value