Administrative Assistant
COSPE is an international non-profit operating in international co-operation and solidarity and recognized as a Non Governmental Organization (NGO) by the Italian Ministry of Foreign Affairs and the European Union.
COSPE’s involvement in Somalia was requested in the beginning of 1996 by a Mogadishu based peace organisation, the OTTI Peace Centre, later renamed the Elman Peace Centre after the assassination of its founder Elman. As of today COSPE has 5 EC funded projects and 1 EC and DFID funded project in Somalia.
COSPE- Somalia would like to recruit an Administrative Assistant based in Nairobi, Kenya.
Reporting to the Administrator/ Project Manager, the Administrative Asst. Project Officer will work with the Administrator and Project Manager to ensure the smooth running of the office and facilitate the financial monitoring of the projects.
Work Commitment
Full Time 6 month contract with a possibility of extension.
Probation period: 3 months probation.
Duties and Responsibilities;
- Ensure that all services are up and running. (telephone, internet, electricity etc.).
- Ensure that the premises are well kept and presentable to guests.
- Maintenance of utility files; e.g.: Telephone, Internet, Security, Water, Electricity, etc.
- Maintenance of project files
- Bookkeeping.
- Prepare the agendas and minutes of meetings (both internal and external)
- Prepare handouts and other material for meetings and other events.
- Make travel and visa arrangements.
- Inventory Management.
- Keep record of the Regional Coordinator’s schedule.
- Prepare correspondence (emails/ letter etc.) as and when required.
- Review correspondence received (emails, letters, phone calls etc.), fwd to concerned persons and file when required. Ensure that all COSPE/ IIDA correspondence is delivered to the recipient in a timely manner and recorded.
- Maintain the time register.
- Maintain telephone register.
- Maintain the leave record in collaboration with the Project Manager.
- Prepare contracts under the guidance of the Regional Coordinator/ Project Manager.
- Assist in researching information as and when needed.
- Assisting in proposal writing.
- Active participation in the organization of events (meetings/ workshops/ conferences).
Qualifications/Experience:
- Bachelors degree holder preferable in accounting or social/ political sciences.
- 4 years work experience, experience working with an NGO/ INGO is an advantage.
- Fluent with MS office application.
- Knowledge of the Somalia crises.
- Experience with financial and project management, especially EC and DFID funded projects is a plus.
Application procedure:
Applicants should ensure that their applications along with their curriculum vitae, stating qualifications and experience relevant to the requirements above, three referees and personal contact address and telephone are sent to jasmin.cospe@gmail.com and hiboyassin@ea-cospe.org on or before 15th November 2008.Only short listed candidates will be contacted for
