Responsibilities for the Office Administrator Job
The Finance & Administration Officer will be responsible all administrative tasks in the Nairobi office, including:
Acquisition of capital items
Best management practices for asset management and procurement procedures
Setting up, oversight and management of general maintenance and service contracts
Work with the Options’ Kenya finance team to coordinate HR issues
Oversee financial management and reporting of the office
Co-ordinate the reception, post and telephone services for the small office
Ad hoc support to the MANI programme under the guidance of the MANI finance team.
They will also provide support to CICF technical team to:
Ensure systems and processes are in place for effective quality assurance of the programme
Support the organisation of meetings, note taking and sharing of outcomes
Ensure robust administration systems are established and maintained for the office.
Arrange for necessary permits, visas and travel for staff and consultants
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
Format and edit reports
Any other duties which may be delegated by the Technical Fund Manager which is commensurate with the nature and level of the post
Office Admin Job Qualifications
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.
Knowledge and proficiency in accounting software packages e.g. Quickbooks, Peachtree
Self-starter, who can work independently and as part of a team
Effective inter-personal skills
Excellent written and oral communication skills
Previous experience with international donors such as the UK Department for International Development (DfID)
Fluency in English and Swahili
