HR and Administration Assistant Internship

About DCA

DanChurchAid (DCA) is working in Turkana, West Pokot, Baringo, Elgeyo Marakwet, Nyandarua, Nakuru, and Nairobi counties with refugees and local communities to enhance peace, livelihoods, and resilience. DCA implements projects directly as well as through local partner organizations. For more information on DCA, please visit https://www.danchurchaid.org/

DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as HR & Administration Assistant. The position is based in Nairobi – with minimal travel to DCA’s offices in Nakuru, Lodwar and Kakuma anticipated – and reports to the Human Resources Officer based in Nairobi.

Your Role

The main responsibilities of the Intern (HR & Administration Assistant) are:

Human Resources:

• Assist the HR Officer in recruitment and onboarding new staff
• Assist the staff with the HRIS system set up and updating staff
• Supporting staff wellbeing, facilitating effective access to health services as per medical insurance provisions
• Assist the HR Officer on the employee development review (EDR) process – and end of probation reviews, as relevant – and ensuring satisfactory completion and filing of the same
• Support effective leave planning
• Support audit and update HR files

Logistics

• Make travel arrangements, such as booking flights, taxis, and making hotel reservations.
• Reconcile hotel, air tickets & taxi expense reports and requesting for payments.
• Support event planning, including sourcing and booking venues and confirming attendance.
• Assist in tracking Nairobi office monthly logistics reports.
• Support in managing the Nairobi Office asset list in DCA ADMIND system.
• Assist in management of Nairobi fleet
• Assist in all administrative procurement.

Administration:

• Work closely with the Procurement and Logistics Officer to ensure proper filing systems are maintained.
• Managing office supplies and ordering new supplies as needed.
• General office management duties to support the Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
• Maintain inventory of office supplies and manage re-ordering processes.
• Main custodian of office phone and coordinate external general enquiries
• Directly supervise the Cleaner and Office Assistant

Required Qualifications

• Degree in Human Resources or other related field
• Knowledge and prior experience (minimum of 1 year) of human resources, administrative, logistics procedures would be advantageous.
• Good communications skills.
• Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel)
• High level of motivation, integrity, and commitment.
• Excellent planning and organisational skills, and ability to work with minimal supervision.
• Good team player.
• Excellent interpersonal skills and ability to manage sensitive and confidential information.

Minimal work-related travel is expected in this position.