Department: REPORTING
Position: Filing/Reporting Assistant
Contract duration: Open ended
Duty Station: Nairobi Kenya
Starting Date: 30/05/2011
Position: Filing/Reporting Assistant
Contract duration: Open ended
Duty Station: Nairobi Kenya
Starting Date: 30/05/2011
Job Duties and Responsibilities:
ACTED Kenya is currently looking for a Filing and Reporting Assistant to be based in Nairobi. Reporting to the Reporting Officer her/his specific duties will include:
ACTED Kenya is currently looking for a Filing and Reporting Assistant to be based in Nairobi. Reporting to the Reporting Officer her/his specific duties will include:
Filing:
Produce and regularly update a list of all reports due.
Ensure the general tidiness of the server. However, all departments are requested to keep their own folders in order.
Produce and regularly update a list of all reports due.
Ensure the general tidiness of the server. However, all departments are requested to keep their own folders in order.
Ensure physical and electronic filing of all minutes of meetings (both internal and external), all reporting donor guidelines, all external communications materials; all security reports, (in collaboration with Reception); general correspondence (in collaboration with the Reception and Administration Departments); and the electronic coding and filing of all pictures
Re-design and clean up the electronic Reporting Department file.
Inter-departmental work between Programming, Finance and Reporting:
Ensure accurate, timely and up-to-date physical and electronic filing of all project-related documents, with an understanding of the projects’ life cycle.
Produce and regularly update a new list of projects completed and on-going projects, in collaboration with the Finance Department.
Support the Reporting Officer in preparing reports and proposals.
Ensure accurate, timely and up-to-date physical and electronic filing of all project-related documents, with an understanding of the projects’ life cycle.
Produce and regularly update a new list of projects completed and on-going projects, in collaboration with the Finance Department.
Support the Reporting Officer in preparing reports and proposals.
Translation (Kiswahili to English):
Assist the reporting department with translation of important official documents received from or provided to government ministries, reporting materials such as fact sheets, reports and other public/internal documents
Assist the reporting department with translation of important official documents received from or provided to government ministries, reporting materials such as fact sheets, reports and other public/internal documents
Internal and external coordination and communication:
Assist the Reporting Officer in drafting minutes of meetings; and in following up communication between the bases and the capital office.
Assist the Reporting Officer in producing the ACTED Newsletter; and in implementing an external communications strategy
Develop links with the local media (visual, oral and print) and other NGO partners to raise ACTED`s profile; contributing articles on ACTED projects or lessons learned /reflection pieces in local newspapers and publications;
Assist the Reporting Officer in launching various PR/PI activities and in liaising with Kenyan/Somali counterparts.
Assist the Reporting Officer in drafting minutes of meetings; and in following up communication between the bases and the capital office.
Assist the Reporting Officer in producing the ACTED Newsletter; and in implementing an external communications strategy
Develop links with the local media (visual, oral and print) and other NGO partners to raise ACTED`s profile; contributing articles on ACTED projects or lessons learned /reflection pieces in local newspapers and publications;
Assist the Reporting Officer in launching various PR/PI activities and in liaising with Kenyan/Somali counterparts.
Qualifications Required
Diploma in Development studies, Social science or related studies from a recognized institution. A course in Public Relations Management is an added advantage.
Proficiency in using Microsoft Office is required
Previous experience (at least I year) in the humanitarian field with good knowledge of donor regulations and requirements is desirable.
Good communication skills with excellent spoken and written English.
Proficiency in French is an added advantage.
Ability to coordinate with other departments.
Highly motivated and ability to work with culturally diverse groups of people;
Diploma in Development studies, Social science or related studies from a recognized institution. A course in Public Relations Management is an added advantage.
Proficiency in using Microsoft Office is required
Previous experience (at least I year) in the humanitarian field with good knowledge of donor regulations and requirements is desirable.
Good communication skills with excellent spoken and written English.
Proficiency in French is an added advantage.
Ability to coordinate with other departments.
Highly motivated and ability to work with culturally diverse groups of people;
Application Procedures
Qualified candidates are invited to send their CV, cover letter, academic documents and telephone numbers of three professional referees to: ACTED Kenya Office, P.O. Box 21217-00505, Nairobi
Or send online application to nairobi.jobs@acted.org to reach us Not later than 20/05/2011.Qualified candidates are invited to send their CV, cover letter, academic documents and telephone numbers of three professional referees to: ACTED Kenya Office, P.O. Box 21217-00505, Nairobi
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