Church World Service Current Opening

Primary Purpose:

This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.

Essential Duties:

• Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.
• Assists in administrative duties and HR duties as required by the HR management including supporting recruitment drives.
• Receives and distributes monthly Safaricom telephone Invoices to the staff who have exceeded their limits.
• Completes quality checks for DHL and Safaricom bills on behalf of the Procurement Unit for payment processing by the Accounts department.
• Completes Travel Expense Reports for Senior Management Team on completion of an official trip.
• Assists in preparing for high-level meetings e.g. PRM Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any).
• Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
• Assists the Office Manager in managing the Resource Centre ensuring that resources borrowed are returned on time.
• Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
• Works with the Receptionist to order and take stock of office supplies ensuring that there is always enough supply for refugee applicants and the smooth operation of the front office.
• Continuously works on finding ways to improve administrative processes.
• Maintains Office Management procedures including contact information, directions, and frequently requested organization information.
• Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office.

Qualifications:

Experience: 

• Four (4) years of related work experience with increasing responsibilities is required.
• Previous experience working with an International NGO is an added advantage.

Skills: 

• Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook.
• Knowledge of office management systems and procedures.

• Committed to and conform with the organization’s mission.

Education & Certifications:

• Bachelor’s degree in Business Administration or related field; or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required.

Abilities: 

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision.
• Maintain a high performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

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Primary Purpose:

This position is responsible for the management of the CWS RSC Africa’s Front Office Reception including answering visitors’ inquiries, escorting visitors to the respective persons they have come to see, sorting out and handling incoming and outgoing mail, answering incoming calls, and making outgoing calls if required.

Essential Duties:

• Ensures the front office is kept safe and clean by conducting routine checks and guiding the janitors to areas that need cleaning.
• Receives and directs all incoming telephone calls to appropriate individuals. Places all official calls to partners and vendors and keeps a daily log of outgoing telephone calls made via the Reception.
• Directs all incoming telephone calls to appropriate individuals.
• Receives and directs visitors, contractors, and vendors to the CWS RSC Africa office. Ensures visitors, contractors and vendors receive badges and are recorded in the appropriate registers. Maintains a list of expected visitors for each day and informs the security guards at the gate of the appointments.
• Receives incoming mail/Invoices/packages and ensures efficient distribution within the organization to the appropriate addressee.
• Keeps an updated contact database that can be easily accessed.
• Assists in a smooth and orderly flow of applicants in and out of the office building during USCIS, Pre-screening, and CO circuit rides
• Serves as a floor warden ensuring that all CWS RSC Africa visitors, applicants, and staff who are around are safe in case of active shooting.
• Monitors movement in and out of the building and raises an alarm in case of any suspicious activity either within the compound or at the gate.
• Weighs and franks letters as required for postage. Franking is stamping the mail you are sending to show that postage has been paid for. Franking replaces the need of buying a postage stamp and sticking it on the envelope.
• Prepares FedEx/UPS/DHL courier packages/mail/travel packages for CWS RDP, USRAP partner organizations, etc.
• Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office
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Qualifications:

Experience:

• Three (3) years of related work experience with increasing responsibilities is required.

Skills:

• Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook.
• Committed to and conform with the organization’s mission.

Education & Certifications: 

• A High School certificate or equivalent qualification Is required.
• A Diploma in Business Administration is an added advantage.

Abilities: 

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).