Job Opportunities at International Rescue Committee

Job Purpose/Objective

• The Administration Assistant is responsible for providing support to all staff in IRC’s Nairobi International Hub.  The position also serves as an assistant to the Senior Administration Officer.

Key Responsibilities
 
Staff Support

•  Handle all visa processes for IRC staff and program support.
•  Handle travel – Air & Taxi & special transport requests
•  Prepare payment requests for the office, Advances & Travel reimbursement for staff expenses.
•  Prepare purchase requests for IHUB Support Team
•  Process visa applications for staff and follow up on issuance with respective Embassies.
•  Arrange transfers/transport to facilitate local transport.
•  Ensure accurate and prompt delivery of mail/messages/parcels.
•  Using the IRC format, generate reference letters for visas.
•  Using the format for referred visas, process to MOFA and follow-up.
•  Assist in data entry in the Immigration report for submission to MOFA.
•  Generate reference letters for visas/bank recommendation.
•  Manage the travel app…. Manage Travel Services
•  Process travel invoices for payment of air tickets & taxis
•  Liaise with Taxi/Cab companies, Liaise with contracted taxi companies.
•  Manage hot desking app…Manage hot desking at IHUB.
•  Liaison with the agents of the building 
•  Filing all related admin documents in a systematic manner
•  Assist in printing for staff when necessary-
•  Manage the courier services.

Management of the Office

•  Ensure adequate stock of office supplies/printing & stationery section.
•  Office store management – Asset inventory list & expendable stock

Training New staff during the Administration induction

•  Train new staff on how to use the Travel App booking system for ground transportation.
•  Help the new staff with how to access the IHUB office workspace guide for them to start navigating around the IHUB office.
•  Train the new staff on how to book a seat at the IHUB office.

Conferences – Supporting IRC guests attending regional conferences.

•  Attending preplanning meetings with coordinators organizing for regional conferences in Kenya.
•  Reviewing tickets and budget codes shared by the workshop participants for hotel and airport transfers costs.
•  Making prior Airport transfers booking with the Travel companies, for the participants attending conferences.
•  Making room reservations for the participants attending conferences.
•  Arranging ground team transportation for the participants attending conferences in other parts of the country for example Naivasha and Mombasa.
•  Monitoring ground team transportation for the participants visiting different parts of Nairobi for team building and group meetings.

Handle Airport transfers and Taxi requests by Monitoring the PTG and Absolute booking system, account Management system. 

•  Adding new staff to the system and deleting exited staffs.
•  Reviewing biweekly invoices and ride receipts to ensure timely payment process.
•  Retrieving transport expense reports. 
•  Train new staff on how to use the PTG booking system.
•  Following up on budget codes and the payment process to ensure timely payments to the vendors.
•  Monitoring the booking portal to ensure timely transfers.
•  Liaising with the travel companies to ensure quality services are rendered to our clients.

Handle Hotel requests and follow up on timely payments.

•  Ensure the new expatriates’ hotel room reservations are made prior to arrival.
•  Make room reservation for IRC guests.
•  Ensure our clients are given quality services at the hotels.
•  Following up on the hotel payment process for hotels to ensure timely payment.

Representing IHUB office during the Tender committee for the new Travel companies

•  Attending the Tender Committee member training.
•  Involved in Tender box opening and signing of the bids received.
•  Engaged in planning on timelines for bids received evaluation.
•  Attending physical meetings to evaluate the proposals shared by different travel companies. 
•  Awarding marks to the travel companies based on the assessment tool used to review performance. 
•  Conducting site visits to travel companies and assessing the capacity of the companies.

Working with Integra system: -

•  Processing Purchase Requisitions for IHUB office and kitchen supplies as well as different requests made by staff meeting at the IHUB office.
•  Ensuring all the necessary Kitchen supplies are included on integra.
•  Following up with the vendors to ensure the supplies are delivered in a timely manner.

Support Expatriates with Hotel bookings and Ground transportation

•  Ensure the new expatriate hotel and airport transfers booking are done prior arrival.
•  Review the hotel agreements and share them with the IHUB director for approval.
•  Reviewing the invoices and following up on payments.

Organizing meeting for IHUB staff and guests

•  Making sure the meeting bookings are done in a timely manner.
•  Processing Purchase Requisitions through integra for food requests for the groups meeting at IHUB.
•  Following up on payment process to ensure timely payments of these requests.

 
Key Result Areas

•  Ensure quality document issuance to minimize delays in visa processing.
•  Ensure optimum space management and clean equipped workspace for all staff.
•  Manage/control access to office.  
•  Ensure sufficient consumable in the office/washrooms etc.
•  Ensure Timely processing of travel invoices.
•  Ensure minimal complaints on administrative apps.
•  Ensure timely processing of utility invoices.

Required Qualifications:

•  Business Administration Diploma 
•  Computer Literacy in MS-Office 
•  Excellent interpersonal skills and professional demeanor
•  Strong Organizational and time-management skills
•  Excellent Communication Skills
•  Excellent writing and grammar skills

Required Experience & Competencies:

• At least three years’ experience in similar position, preferably with an International NGO.
• Qualifications or experience in travel and immigration operations.
   

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Job Description

• The International Rescue Committee’s (IRC) mission is to help the world’s most vulnerable people survive, recover, and gain control of their future. The IRC has been working in Kenya since 1992, providing health care, women’s protection and empowerment, protection, governance and rights, and nutrition services to refugees and the host communities.
• Working under the guidance of the Senior Clinical Officer, the Adherence Counsellor is responsible for ensuring all patients on HAART adhere to treatment by offering routine adherence counseling, dispelling myths about HIV/AIDS & ART, patient education on how ART works, continued counseling, assessing readiness for ART and identify and address factors that might affect adherence.

Key responsibilities

• Assess client’s knowledge on HAART to the medication regime and the importance of adherence.
• Ensure all patients adhere to their treatment regimen using the 5A’s approach in adherence.
• Plan and complete disclosure and or assisted disclosure to clients with difficulties.
• Identify barriers to treatment and assist the client in solving problems that might compromise adherence.
• Provide continuing education to clients regarding HIV/AIDS and ART.
• Development and documentation of an individualized medication schedule and follow up of the plans.
• Ensure adherence services are appropriately booked in the appointment diary and routinely complete the adherence book on daily basis.
• Schedule group adherence sessions with care givers/ treatment buddy for newly enrolled and those with adherence concerns and ensure they are routinely held.
• Ensure all patients are linked to Peer Educators allocated in the facility and all home visits conducted to all newly enrolled clients.
• Working in close collaboration with Community Linkage Officer (CLO) in coordinating facility & community-based support group schedule and ensure groups are meeting monthly.
• Work in close collaboration with CLO to ensure all clients are attached to psychosocial groups whether at facility level or community level.
• Work closely together with the TB/HIV Officer supporting the facility to identify programmatic gaps, prepare activity plans and follow up on implementation.
• Develop monthly adherence reports on the provided reporting templates.
• Work with the CLO to refer patients (both on ART and not on ART) to other services in the referral network.
• Access the support systems, network with other partners, and develop referral directory.
• Routinely update referral logbook with follow-up outcomes and supervise to ensure successful service provision.
• Liaise with other facility departments and participate in HMT meetings to ensure clients have access to other HIV related services.
• Work closely with the CCC/PMTCT/TB teams to identify facility and departmental specific adherence gaps and support these facilities to develop and implement cost - effective facility specific adherence management plans.
• Any other roles assigned by your supervisor

Key Result Areas:

• Proportion of FP uptake among HIV positive women of reproductive age
• Number of defaulters traced, re-started on treatment, and became actively on care.
• Proportion of patients who report undetectable viral load after six months on HAART.
• Proportion of patients on first line ART for 24 months and beyond.

Qualifications

• Diploma in Psychology and Counselling.
• Experience in adherence counseling in a busy HIV program.
• Good communication and interpersonal skills.
• Work experience in a high volume CCC clinic.
• Ability to work in hardship areas (Previous experience in a Camp setting will be an added advantage).
• HIV counseling related trainings
• Good communication and interpersonal skills.
• Knowledge in computer packages – Microsoft office, Excel and Ms-Access

Required Experience & Competencies:

• Work experience in a high volume CCC clinic.
• Ability to work in hardship areas (Previous experience in a Camp setting will be an added advantage)
• Excellent communication skills.
• Certification with relevant bodies.