Department: Administration & Logistics
Position: Administration & Logistics Intern
Direct hierarchy: Admin Manager & Senior Logistics Officer
Purpose of the Position
The primary objective of this internship is to support the organization’s administration, logistics and IT functions, ensuring efficient and seamless operations. The intern will also play a key role in organizing meetings, Flight bookings, accommodation as well as contributing to effective collaboration among various Departments.
Key Responsibilities
1. Administrative Support
- Support travel arrangements, including flight bookings, pick up and drop off, visa processing, and accommodation.
- Maintain and organize physical and digital filing systems.
- Assist in preparing reports, presentations, and correspondence.
- Support the office with general administrative tasks, including scheduling and calendar management, tracking HR documentation, tracking leave and following up on attendance sheets among others.
2. Logistics Support
- Assist in the procurement of goods and services as per organizational policies.
- Help maintain inventory records and ensuring supplies are restocked as needed.
- Assist in providing support to staff, addressing issues with hardware, software, and network connectivity.
- Assist in setting up IT equipment for meetings, workshops, or other events.
- Help maintain and update the organization’s IT asset inventory.
3. Support in Arranging for meetings
- Assist in planning and organizing meetings and various Admin & logistics arrangements
- Ensure the availability of meeting materials such as presentations, handouts, and equipment.
- Provide on-site support during meetings, including technical assistance and managing registrations.
- Document meeting minutes and key action points, ensuring timely follow-up.
Qualifications and Skills
- Recently completed a degree in Business Administration, Information Technology, Logistics, or a related field.
- Strong organizational, time-management and multitasking skills.
- Proficiency in MS Office Suite and familiarity with IT troubleshooting,IT hardware, Software and networking
- Excellent communication, interpersonal skills and ability to prioritize tasks
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with collaboration tools (e.g., Google Workspace).
- Strong attention to detail.
- A proactive and eager-to-learn attitude.
- Integrity and commitment to ethical standards.
- Prior experience in administrative, IT, or logistics tasks (internships or volunteer work) is an added advantage.
How to apply
Qualified national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to [email protected] and received on or before 5.00PM on 28TH JANUARY 2025with the subject line “APPLICATION FOR ADMIN/LOGISTICS INTERN_NAIROBI”
Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.
Please note that only the shortlisted candidates will be contacted.
ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.
ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
ACTED is an Equal Opportunity Employer.