The Office and Operations Officer will handle all aspects of the administration and operations in the country office. She/He will be based in Nairobi Office and reporting to the Procurement Manager
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative:
Coordinating front-desk activities, including receiving phone calls, screening, and determining the nature of calls, distributing, and redirecting correspondence appropriately
Arranging appointments and meetings when requested including managing an active calendar of appointments, composing, and preparing correspondence
Assist in setting up of office conference room and other logistics prior to meetings/training events as well as arranging refreshments where necessary
Replenish the First Aid Box with all the necessary drugs and ensure that all required drugs are always available
Overseeing property maintenance as well as supervising office cleaners to ensure office cleanliness is maintained.
Assist with operations setup for new staff members to ensure smooth orientation.
Filing, records keeping and offering administrative support to the team
Travel/Transport Management:
Support the Operations and Logistics Specialist with regular service schedules for RLA vehicles to ensure all vehicles are safe and roadworthy and that vehicle service is done in a timely manner.
Track vehicle maintenance and update the trackers. Attach the same to vehicle repair payments.
Manage all vehicle related procurements e.g., vehicle accessories, tyres and preparing the necessary documentation.
Ensure vehicle insurance is renewed timely and request for comprehensive insurance from HQ. Track insurance expiry dates.
Ensure that the vehicle log system is functioning optimally and producing accurate reports for use in daily mileage and service logging.
Responsible for checking vehicle log sheets from the drivers.
Preparing timely fuel payment in collaboration with the drivers and analyzing the consumption patterns.
Ensure vehicle incidents reports are completed on a timely basis and reported to the relevant senior staff.
Assist the Operations and Logistics Specialist in arranging travel movements e: g pickups/drop offs if needed.
Asset Management:
Responsible for managing stationery, issuing to staff, maintaining an updated record, and replenishing the stoc
Responsible for kitchen supplies, issuing to kitchen staff, maintaining an updated record and replenishing the stoc
Ensure that inventory is logged, tracked, updated accordingly and that all inventory reports are prepared for quarterly submission
Updating and maintaining the asset database. Tagging of all equipment bought and entering them into the system as well as tracking issuance of equipment to staff.
Procurement
Coordinates with the procurement team as required to procure items required for smooth operation of the office.
Ensure petty cash management, issuance and reconciliation as per organization policy. Perform petty cash counts daily.
Ensures maintenance of office equipment such as photocopiers and scanners are done timely and promptly.
Ensures maintenance, and repair of all office facilities including electricity supply, water and plumbing are done timely and promptly.
Prepare payments for invoices as well as recurring/monthly bills like security, cleaning services, rent, telephone, stationery and submit the same to finance for settlemen Maintain a calendar/tracker for monthly bill and ensure they are settled timely.
Prepare purchase requisitions for miscellaneous items as needed and assist with preparation of day-to-day procurement documentation as needed.
Support PREG activities airtime/bundles top ups
Ensures all operations related documents are saved on SharePoint on a regular basis.
Perform other tasks as requested by your supervisor or management.
QUALIFICATIONS:
Bachelor’s degree in business management, secretarial, front office Operations, or any relevant field
At least two years of experience in an administrative role preferably in an NGO
Must be pleasant with a warm and outgoing personality
Good written and verbal communication and interpersonal skills
High level of organizational skills
Ability to multitask, handle pressure as well as possess stress management skills
Must be a problem solver and self-starter. Must exercise creativity and innovation, good communication, leadership, and reporting skills.
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Qualified candidates should submit their applications to HRKenya@acdivoca.org by 25th June 2024. Please include the position title in the subject line. Only those candidates considered for an interview will be contacted. ACDI/VOCA is an equal opportunity employer. Women, minorities and people from diverse groups are encouraged to apply. EOE
Apply via :
HRKenya@acdivoca.org
