Detailed Responsibilities:
New Systems Design and Implementation:
Ensure systems and processes are in place for effective quality assurance
Ensure robust administration systems are established and maintained for the office.
Maintain cyber security for office and field staff devices by using data encryption and an offline data room
Best management practices for asset management and procurement procedures
Core HR – Team building, team communication, and all compliance:
Work with the village Industrial Power director and team to coordinate HR issues
Arrange for necessary permits, visas and travel for staff and consultants
Communicates and reports effectively and promptly to line manager, operations manager and Directors
Update leave monitoring sheet
Provide daily updates to Directors, Operations Manager and Office & Finance Manager
Core Business Operations:
Co-ordinate the reception, post and telephone services for the small office
Support the organisation of meetings, note taking and sharing of outcomes
Arrange travel logistics for the project, organising flights and hotels for consultants and project staff where necessary.
Organise all aspects of events such as project workshops, including any room hire, accommodation, travel, per diem and lunches required.
Troubleshoot key operational issue with guidance from programme management
Process Expenses and invoices for the Organization
Responsible for Facilities Management for the Organization
Maintain a clean and well-functioning office space (including responsibility for IT, inventory and supplies)
Manage office equipment, e.g. vehicle mileage and maintenance, insurances
Ensure staff have mobile/internet cards on monthly basis and that mobile cards remain operational and valid
Assist in the filing, storage and security of documents
Does this sound like you?
Bachelor of Business Management (or a diploma with increased experience, see below)
Minimum of 2 years of experience in a similar role (or a diploma in Business Administration and 4 years of experience)
Demonstrated strong administrative skills
Experience in procurement according to best practice guidelines
High level IT proficiency in Microsoft Office applications especially with advanced Excel skills.
Basic bookkeeping experience
Self-starter, who can work independently and as part of a team
Effective inter-personal skills
Excellent written and oral communication skills
Fluency in English and Swahili
Experience working in a multicultural organization
