Reporting to the Administration and Operations Manager, Africa, you will work with the Operations team, providing support related to front desk management, office administration, procurement tasks, office utilities and supplies arrangements for the Kenya office. You will support and work collaboratively with managers, program staff, building administration, and liaise with government agencies.
What will you do:
Administration (50%):
Front desk management: Welcome all WRI Kenya visitors and partners in a professional and friendly manner. Direct visitors to the appropriate person or department. Answer and route phone calls promptly and accurately
Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
Provide assistance to create reports on expenses and office budgets on a regular basis
Handle petty cash payments according to the organization policies
Manage correspondence (including letters, emails and packages)
Provide support on the planning and execution of events in coordination
Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
Manage office supplies and ensure efficient usage
Logistics and Procurement (30%):
Provide updates on asset management register for all company assets (furniture, computer, laptops, etc.)
Maintain accurate logistics records and provide regular reports to relevant team members
Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
Coordinate with the Administration Manager on procurement of capital equipment, goods and services
Provide support to maintain and update supplier information and vendor contracts on the database
Maintain good supplier relations and assist with contracting
Travel and Immigration (20%):
Provide support in processing work permits for international staff and maintain accurate data
Facilitate the management and administration of schedules and logistics for all visitors
Provide support in visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).Any other related responsibility as may be assigned
What will you need:
Education: You have completed a bachelor’s degree in business administration, finance or a related field
Experience: You have a minimum of 3 years of full-time relevant work experience, preferably with an international NGO
Experience in front office management
Experience in procurement processes and requirements
Experience managing administrative processes
Experience in maintaining office facilities
Experience in processing work permits
Experience creating reports related to budgeting and expenses
Proficient in Microsoft Office (Word, Excel, Access, and PowerPoint)
Experience organizing international events and workshops will be an added advantage
Languages: You are proficient in written and spoken English
Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization
Please submit a resume with a required cover letter by the date of 23 August 2024. We are unable to consider your application without a cover letter.
Apply via :
jobs.jobvite.com