Administrative Officer at

Found in: beBee jobs KE - 2 weeks ago

Nairobi, Nairobi Area, Kenya International Fertilizer Development Center (IFDC) Full time
We provide solutions to alleviate global hunger and poverty through the promotion of economic development and self-sufficiency.

Responsibilities

Administrative and Facilities:
Serve as the first point of contact for the IFDC office. Oversee guests, manage and direct office mailing and communication.
Ensure routine maintenance of the office facility and ensure the office meets the required security and health standards.
Plan and execute regular and emerging office meetings and events.
Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)
Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.
Support in the onboarding process for new admin staff
Responsible for arranging and coordinating in-house and off-site conferences, retreats, and other official staff events.
Support the Country Director in the coordination of staff meetings.
Maintain regular and timely communication with global teams on country administrative and operational matters.
Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras, etc) and ensure they are in good functioning condition.
Coordinating the office administrative errands.

Responsible for receiving all goods procured in the country and ensuring procured goods meet all specifications by the requester.

Control and manage IFDC equipment, (disposal, inventory, and the management of IFDC fleet of vehicles)
Oversee the administration and management of service provider contracts and management of office supplies.
Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel:

Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, and purchase flight tickets, for project staff on official trips and project activities.

Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)

Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires, etc.

Contribute to the ongoing improvement of travel policy and processes.
Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests.

Administer IFDC's internal travel approval process and act as a liaison for the coordination of travel with travel agents and employees.

Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance and Registration:

Ensure the IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits, and the government.

Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep a record of staff visa and work permit timelines and renewal dates.
Provide periodic administration reports or as per the need to the Country Director; and
Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:
Ensure that the office is stocked with necessary supplies and that all equipment is working and properly maintained
Supervise all the IFDC Drivers and Administration Assistants (if any)

Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.

Schedules appointments and meetings for the Country Director.

In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to the purchase of equipment and services, organization of travels, and logistics for project activities.

Provide support to the Country Director on all other administrative issues (schedule appointments and meetings).

Reporting and Work Relationships

The Administrative office position reports to the Country Director IFDC Kenya Office, his/her designee

Requirements
Required Skills

Ability to work independently under pressure and meet tight deadlines.
Ability to work in a multidisciplinary and international environment.
Strong interpersonal skills, team player with the ability to maintain effective work relationships.
Previous experience as an Administrative Officer or any relevant experience.
Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
Ability to assess priorities and work on own initiative.
Great organizational skills and attention to detail in the operationalization of administrative tasks.
Good communication and interpersonal skills.
Strong sense of integrity and personal commitment to the achievement of goals.
Good teamwork skills

Required Experience

A Master's degree in business administration, Business Management, Administration, supply chain management, or any other related field and a flair for detail.

A certification in office administration is a plus.
Over 7 years of practical experience in office management or similar posts in the NGO sector.
Strong computer skills with experience in MS Office software, communication tools (e.g. teams, zoom), and the Internet.
Proficiency in English, both in verbal and written communication.
Ability to communicate in French, as a second language, would be a definite advantage

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