Date of Issue: 22 October 2008
Closing Date: 04 November 2008
Applications are hereby invited from suitably qualified candidates who are Kenyan nationals to fill the above post on a Fixed Term Appointment in the Administration Section of UNICEF Kenya.
Purpose of Post: The incumbent will be responsible for general office administration encompassing maintenance of office premises and equipment as well as arranging office space for staff and archiving of documents. The incumbent will also play a major role in the management of Office Stores and Office Inventory.
Major Duties and Responsibilities:
1) Manage the ESARO and KCO office equipment by receiving new equipment from suppliers and ensures that the office equipment is
properly tagged and inventorised for easy identification and tracking the movement of equipment from one office to another using the lotus
Notes based local Property Database (LIPDB). Capture and updates office equipment details on the Local Property Inventory Database
(LIPDB) to reflect the actual location of office equipment and allocates equipment to staff whenever required
2) Focal point for maintenance of premises and fixtures. Provide help-desk support for maintenance of office premises (liaise with in-house contractors for repairs to buildings and fixtures, electrical connections, supervise cleaning and maintenance services, engraving nameplates, cutting additional office keys and maintaining master keys to all offices. Raise Local Purchase Orders and payment requests for these services.
3) Focal point for maintenance of equipment. Ensure that all office equipment are in good working condition at all times by supervising the work contracted maintenance companies and ensuring that periodic service maintenance is carried out on all equipment. Recommending disposal and procurement of office machines and equipment based on performance records.
4) Manage the office stores by receiving and issuing Office supplies for both KCO and ESARO and ensures the safety office supplies enters details of receipts and issues on Bin cards.
Undertakes the Reconciliation of the balances in the bin cards with the actual balances of the stores items and based on the balances decides and recommends to the supervisor on the re-ordering levels based on the balances and the lead times. 5
5) Organize and supervises the Stores physical stock take at least twice a year and prepares highlighting any anomalies which may be noted to the supervisor to the supervisor for corrective action to be undertaken immediately.
6) Responsible for office movement. Prepare office space for new staff, consultants and interns as requested and install the necessary furniture and equipment.
7) In charge of archiving and maintaining proper records of archived files and materials for future easy retrieval and reference.
Required Experience/Qualifications: High school certificate supplemented by training in office
administration/management. 5 years of progressive working experience in administration.
Skills: Ability to organise and prioritise work, supervisory skills and sound judgement. Knowledge of computer software applications a must.
Language(s): Excellent English language and knowledge of Kiswahili desirable.
Note: Internal candidates should enclose copies of their last two Performance Evaluation Reports. Interested and suitable candidates should ensure that their applications along with their curricula vitae are sent to:.
The Human Resources Officer
UNICEF Kenya Country Office
P.O. Box 44145, Nairobi or kenyahrvacancies @ unicef.org
Monday, October 27, 2008
ADMIN ASSISTANT, GS-5 (FIXED TERM APPOINTMENT)
