Administrator

Nature of the role
Samuel Hall is seeking a resourceful and talented Administrator to join its team for a full-time position in its regional office in Nairobi. The Administrator will support the work of the Office and Finance Manager in general and more particularly focus on the following main areas:
Executive Assistance to the Directors of Samuel Hall
Administrative and logistic assistance
Legal support
Finance Support
Specific needs for the role
This position requires complementary interests in operations, administration and logistics. It is essential for the position to be filled with an energetic individual, who is self-driven and highly motivated to actively participate in office management. Furthermore, Samuel Hall is looking for a person able to prioritise between several important tasks, work well under deadlines, think independently and proactively, and inform supervisors of progress continuously.
Tasks to be performed under the contract
Executive Role
Manages the calendar and arrange appointments for the Director, Hervé Nicolle, and act as the focal point with all Samuel Hall staff in all offices to ensure smooth communications with the Director
Organizes travel and family logistics for the Directors
Organizes, arranges and coordinates meetings including timely planning and follow-up with minutes from the meetings
Maintains daily conversations and checks with all Samuel Hall staff in the Nairobi and Mogadishu offices to ensure smooth operations and logistics
Administrative and Logistics Role
Oversees travel and accommodation logistics for staff and consultants in Africa, including booking plane tickets and airport transfers
Books office rooms for meetings and arranges for refreshments accordingly and on time
Acts as the contact person to SH office suppliers, manages list of suppliers and unpaid invoices
Maintains supply inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies.
Maintains a clean and well-functioning office space (including responsibility for IT, inventory and supplies)
Manages office equipment, e.g. vehicle mileage and maintenance, insurances
Supervises national support staff in the Nairobi office (cook, office assistant, cleaners, gardener and guards, and any future additions to the support staff)
Ensures SH compound and grounds are well maintained, adhering to security standards
Ensures staff have mobile/internet cards on monthly basis and that mobile cards remain operational and valid
Assists in the filing, storage and security of documents
Communicates and reports effectively and promptly to line manager, Operations Manager and Directors
Updates leave monitoring sheet
Provides daily updates to Directors, Operations Manager and Office & Finance Manager
Supports project staff with all logistics for Kenya-based fieldwork, and assist logistics of Africa-based fieldwork as needed, including a thorough review of budgets and timelines
Legal Support
Coordinates with legal advisor and immigration advisor on all immigration related issues
Supports all legal matters as needed and requested
Follows up proactively on all pending cases with respective advisors independently
Reports immediately and proactively to supervisors on all legal matters Finance Support Role
Oversees petty cash, i.e. pays out cash for office utilities and travel advances
Acts as a bank account agent to withdraw petty cash and/or field advances
Assists in preparation of local purchase orders
Assists to order and scan receipts for entry into the accounting software