IT and Administration Officer

ABOUT THE COMPANY

Nature Kenya—the East Africa Natural History Society (EANHS)—is Africa’s oldest environmental Society, established in 1909 to promote the study and conservation of nature in eastern Africa. We remain a non-political and not for profit membership Society.

JOB SUMMARY

The IT and Administration Officer is responsible for general day-to-day administration duties helping the Executive Director through the Program Support Manager to ensure the smooth running of Nature Kenya’s administrative operations and information systems. Reporting to the Program Support Manager, the IT and Administration Officer (IAO) will work closely with the Species and Sites Manager, Membership Manager, Local Action Manager, Finance Manager, Policy and Advocacy Manager, Program Assistant, coordinators and other staff to offer necessary administrative support. S/he will supervise, if delegated, administrative staff, interns and volunteers.If interested, please share your CV and cover letter with title of position applied to: office@naturekenya.org. Include the title of the position in the subject of the email. First to arrive first to be reviewed to fill this post as soonest, possibly within March 2024.

RESPONSIBILITIES

Reporting, Supervision and Personnel ManagementReport to the Executive Director through Program Support ManagerWork with the Species and Sites, Membership, Local Action, Finance, Policy and Advocacy managers, Program Assistant, coordinators, technical and all other staff in the officeAdvise on staff administration duties, deployment, leave for all staff and office regulationsHelp coordinate, if delegated, tasks on annual staff appraisal and training needs assessment and assist to implement results to improve processes.Office ManagementTake instructions from the Program Support Manager and other staff on office support dutiesTake responsibility for delegated tasks that may include the purchase of office supplies, licenses and insurance covers, administrative liaison with Government authorities and maintain appropriate data-bases and recording. All administrative costs as appropriate must be agreed with line manager(s).Take responsibility for office security including opening and closing office and allocation of office keys to staff ensuring maximum cautionOversee the use and maintenance of the office and office equipment including efficient, timely and high-quality cleaning of office and equipment and repairs and generally maximum order in the officeManage Nature Kenya’s vehicles and ensure that they are properly used and maintained. IT SupportProvide IT support services to staff ensuring all computers are installed with cost efficient up to date software and hardware and timely and efficient scanning of all computers ensuring all appropriate computers are networked for ease of sharing, backing up and scanning for virusesBack up and ensure safe custody and storage of backups for all of the Society’s computerised work, files, images, videos and publications;Maintain the internet and telephone network in liaison on with the service providers to ensure continued and stable connectivity at all times;Maintain the organisational e-mail system to ensure that all Nature Kenya e-mail addresses are functioning smoothly;Maintain all printers and copiers to ensure maximum functionality at all times;Assess the IT needs within the office advising on any upgrade requirements when necessary.Internet ServicesEnsure a fully functioning and maintained internet connection and services, ensuring service provider links, timely invoicing and payment and value for money in internet provisionLocal Area Network: Ensure proper and efficient connection of the office network by:Installing and replacing Ethernet cables where appropriate; ensure connection of all computers to the office network through either the LAN or the wireless fidelity (Wi-Fi);Troubleshoot and solve all network related problemsMaintain stable internet connection by ensuring proper bandwidth is assigned to the organization and advising staff on the appropriate use of the internet by avoiding bandwidthintensive sites like, live streaming sites and download of heavy files that are not work relatedEnsure a secure and healthy control room, this is by ensuring all the connection to the terminals are properly made and labelled; all the equipment’s are working properly and advice accordingly when the need arises secure the control room by avoiding unauthorized access to it and preventing unwanted connectionsAdd or assign new staff to the internet connectivity as advised; install and configure new devices to the network e.g. printersWide Area Network: Liaise with the service provider to ensure the organization’s link is up and working perfectly at all times; ensure the correct bandwidth is assigned to the organization and advice accordingly when the need arises; work with the service providers and the maintenance team to ensure all the organizations internet equipment are working fine and have the appropriate configurations.Computers and MaintenanceProvide IT services to staff ensuring all computers are installed with cost efficient up to date software and hardware and timely and efficient scanning of all computers ensuring all appropriate computers are networked for ease of sharing, backing up and scanning for virusesHardware:Install and/or configure all the organization’s hardwareTroubleshoot and repair the computers and related computerized hardware, this includes tasks such us, replacing hard disks, RAMs, LCDs, etc;Advise accordingly on the use and, or upgrade of computerized hardware.Software:Maintain and upgrade the organizations software, this ranges from the operating system maintained (performing disk clean-up, defragmentation and updating the OS), user applications, and any other user specific softwareDetermine, install and configure software packages that meet the user’s demands i.e. file extraction software, video and sound drivers, printer drivers, etc.Offer technical user support on the various user applications.Communications and DocumentationCoordinate the checking, receipt and distribution of paper and electronic mailEnsure that Nature Kenya’s records and files are properly maintained, and in particular ensure that all computer records are adequately secured and backed up.Contribute to and adhere to Nature Kenya’s management, administrative and accounting systems and procedures.Filing and StockDevelop and implement system for storage, access, retrieval and disposal as appropriateEnsure efficient storage and retrieval of society files, books, equipment and other valuables in the store that is maintained in good quality, cleanness and order for ease of access, retrieval of materials and stock takingAct on all delegated tasks that may include banking, cash withdrawals and defined bank transactionsTake lead in organising staff meetings and functions as appropriateBack-up and ensure safe custody and storage of backups for all Society computerised work, files, images, videos and publicationsLiaising with accounts staff, ensure that accurate books of stock, suppliers, equipment, telephone and photocopier services and invoicing and stationary accounting records are maintained at all timesMaintain appropriate data-bases for staff, insurance, medical cover, pension and ensure functional links with service providersEnsure value for money, transparency, accountability and high levels of honesty in handling finances, equipment and other sensitive society property and informationStep in for Program Assistant functions as delegated.GeneralStrive for personal and professional development by up-dating knowledge and skills and taking part in appropriate conservation related activities outside the workplaceMaintain a safe, clean, organised and efficient personal workspace and common areasUndertake any other reasonable duties as assigned by the Executive Director and delegated staff.

REQUIRED SKILLS

Reporting, Office administration, management, Computer, laptop maintenance and repair, E-mail and internet, IT support, Stock and inventory management, Documentation and record keeping

REQUIRED EDUCATION

Bachelor's degree