Join Urgent Action Fund-Africa (UAF-Africa) as an Operations Assistant: Apply Now!!
Position Title: Operations Assistant
Location: Nairobi, Kenya
Reporting to: Senior Operations Officer
Contract Type: 12 Months (Renewable)
Start Date: January 2024
Application Deadline: November 14, 2024
About Us
Urgent Action Fund-Africa (UAF-Africa) is a feminist and women’s human rights pan-African fund registered in Kenya and Zimbabwe. Operating as a virtual organization, we have a strategic presence across Africa’s five sub-regions: East Africa (Nairobi, Kampala, Addis Ababa), North Africa (Cairo), Central Africa, Southern Africa (Harare, Lilongwe, Blantyre, Antananarivo, Johannesburg, Cape Town), and West Africa (Abuja, Parakou, Cotonou, Yaoundé, Douala, Lomé). UAF-Africa responds swiftly to emerging opportunities and challenges on the continent, providing Rapid Response Grantmaking to support innovative initiatives that empower women’s agency in democratic governance, economic and environmental justice, and conflict transformation.
Position Overview
As the Operations Assistant, you will report to the Senior Operations Officer and play a key role in ensuring efficient management of the Nairobi office, providing essential logistical and operational support.
Key Responsibilities
- Provide logistical support for events, missions, and conferences.
- Conduct hotel visits to assess venues for events and facilitate travel for staff and stakeholders.
- Arrange travel logistics, including hotel and airline bookings, visa processing, and ground transportation.
- Assist with travel logistics for the Executive Director in collaboration with the Senior Operations Officer.
- Draft travel logistics notes for events.
- Work with approved travel agents on ticketing.
- Maintain up-to-date travel documents and emergency contact information for travelers.
- Prepare purchase requests, negotiate with suppliers, and liaise with the Procurement Committee.
- Facilitate logistics for the Feminist Republik Festival.
- Manage the organization’s filing system and follow up on correspondence.
- Take minutes during meetings and respond to internal and external emails.
- Supervise the Office Assistant and Operations Intern.
- Conduct office errands as necessary.
- Oversee equipment maintenance and office premises in consultation with the landlord.
- Manage vendor performance and ensure compliance with Fund policies.
- Supervise office reception duties, including greeting visitors and answering phone calls.
- Schedule and prepare for internal and external meetings (invitations, room bookings, catering, etc.).
- Dispatch posts and packages as required.
- Monitor office supply stocks and notify when reordering is needed.
- Perform general office tasks such as photocopying, faxing, and filing (both hard copy and digital).
- Undertake additional tasks as requested.
Qualifications
The ideal candidate will possess:
- Bachelor’s degree in Business Studies, Commerce, or a related field.
- 2-3 years of experience in administrative and logistics processes.
- Proficiency in Excel, Word, and PowerPoint.
- Excellent written and verbal communication skills.
- Sensitivity in interfacing with individuals from diverse backgrounds.
- A passion for UAF-Africa’s mission and a commitment to teamwork and achieving results.
Work Environment
This position involves some travel and is based in Nairobi, Kenya. UAF-Africa is an equal-opportunity employer, actively seeking a diverse applicant pool and committed to creating an inclusive work environment.
How to Apply
Interested candidates should register on the UAF-Africa website and apply for this role using the following link: http://uafahrrec.peopleshr.com/
No phone calls, please.
We thank all applicants for their interest, but only shortlisted candidates will be contacted. For more information about UAF-Africa and our programs, please visit http://www.uaf-africa.org.
