Job Description
Summary
The Ford Foundation is an international, philanthropic organization with its headquarters in New York and regional offices around the world. The Foundation has had a presence in Kenya since the 1950s and a regional office in Nairobi since 1962. The Foundation’s goals for more than half a century have been to strengthen democratic values, reduce poverty and injustice, promote international cooperation and advance human achievement. Visit www.fordfoundation.org to find out more about us.
Job Summary
Reporting to the Regional Director, the Manager, Office Services will be responsible for the overall management of the administrative duties to ensure the office and its operations run smoothly.
Key Responsibilities
Develop, review and implement administrative policies and procedures for the office consistently in line with Foundation- wide structures.
Oversee the refurbishment, maintenance and repairs to office and regular maintenance of the car fleet and prepare motor vehicle reports.
Prepare budget projections for the administration functions; oversee implementation and control of defined budgetary limits.
Co-ordinate and manage the leasing, purchase, storage, insurance and disposal of inventories and fixed assets and regularly; annually and periodically, carry out stock-taking activities to ensure optimum consumable levels are maintained at all times
Co-ordinate the identification of service providers and product suppliers and prepare, negotiate and manage service agreements and contracts.
Liaise with Office of Legal Services and local advocates on legal matters and in the preparation of leases, contracts and service agreements on behalf of the office.
Prepare and coordinate travel schedules and documentation, accommodation, conferencing and meetings, catering, security, and photography for staff and visitors to the office.
Develop, test, implement and coordinate business continuity, disaster recovery and security policies and procedure in collaboration with the head office in New York as is applicable for the Nairobi office and advise headquarters on national crises which impact this.
In conjunction with the Human Resources Coordinator, assist with the recruitment of local staff and provide on-boarding orientation for newly recruited staff.
Sit in for the Accountant and Human Resources duties if and when away on leave.
Take leadership roles in adhoc working groups for the office such as planning committees for office events, staff retreats, etc
Sits on the local OSAC committee and attends regular OSAC meetings and represent the organization in other different workshops as required
Oversee office security systems and conduct regular security drills with staff
Qualifications and Competencies
Bachelor’s degree in Business Administration or equivalent.
Minimum 7 years’ experience in a similar progressive role
Strong diplomacy and relationship management skills
High demonstrated integrity and ability to make strategic decisions
Tech-savvy individual equipped with great appreciation of information technology and its impact in the society
Basic understanding of accounting concepts and staff management procedures
Strong attention to detail and follow through skills
