Office Administrator Job in Kenya


Office Administrator (OA)

Organizational Context

Adeso, formally known as Horn Relief, is an expanding and vibrant African based international development and humanitarian organization. 

At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. 

Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. 

We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy. 

For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future.

Currently, Adeso has programs in Somalia, Kenya and South Sudan.

 Our current donor portfolio includes the European Commission, USAID, SIDA, CIDA, UNICEF, and the Government of Netherlands, among others. 

Adeso is an exciting and dynamic organization experiencing managed rapid growth. 

It offers sound employment conditions with opportunities for personal growth and development.

Position Summary

Under the direct supervision of the Logistics Manager, the Office Administrator will be responsible for managing the Adeso HQ office premises in Nairobi and assisting the Logistics Officer with administrative logistics (Transportation, Warehousing/Assets, Communication and Equipment Maintenance).

Position Purpose
  1. To manage the Adeso HQ office premises and assets 
  2. To line manage the administrative support staff. 
  3. To provide logistical support to the Adeso HQ office.
Specific Roles and Responsibilities

Management of Adeso HQ office premises and assets
  • 1.1 In consultation with the landlord, to manage the lease agreement and maintenance of the office premises. 
  • 1.2 To ensure that office utilities (electricity, water, telephone lines) are functional and all bills are paid in a timely manner. 
  • 1.3 To maintain up to date and efficient filing systems, both physical and electronic, for administrative documents. 
  • 1.4 To supervise and manage the use, repair, maintenance and insurance of HQ vehicles. 
  • 1.5 In coordination with the Regional Security Manager, to ensure that appropriate preventive measures are in place to protect the office premises and assets. 
  • 1.6 To report any pertinent issues affecting the proper management of the HQ premises to the Logistics Manager as necessary.
Line management of support staff
  • 2.1 To supervise and motivate directly line managed staff and develop their capacity (currently Receptionist, Driver, Office Assistant/Cleaner). 
  • 2.2 To convene regular meetings for all support staff at least once per quarter, to discuss issues relating to management of the Adeso office. 
  • 2.3 To carry out annual appraisals with all line-managed staff. 
  • 2.4 To arrange adequate cover when support staff members are on leave.
Logistical support to Adeso HQ
  • 3.1 To coordinate logistical arrangements for official Adeso visitors to Nairobi (e.g. travel, accommodation, taxis, visas). 
  • 3.2 To procure work permits for Adeso HQ based international staff members. 
  • 3.3 Working with the Procurement Officer, to procure all required office equipment and stationery in a timely manner. 
  • 3.4 To manage office stationery stocks and maintain an up to date inventory record. 
  • 3.5 In consultation with the IT Department and Logistics Officer, to ensure regular maintenance and timely repairs of HQ assets and equipment. 
  • 3.6 To act as a focal point for staff to report any office repairs or maintenance required.
  • 3.7 To assist with the disposal of HQ assets as and when required in accordance with Adeso and donor policies.
Skills and Qualifications  

Essential 
  • Relevant higher diploma level qualification (e.g. business administration, facilities management). 
  • Minimum 4 years experience of managing a busy office (NGO experience preferred). 
  • Excellent IT skills, in particular Word, Excel, Outlook. 
  • Demonstrable strong customer focus. 
  • Highly organized and self-motivated. 
  • Ability to work under high pressure and prioritize tasks. 
  • High standard of written and spoken English. 
  • Willingness to multi-task and work as part of a team.
Desirable
  • Certificate qualification in logistics. 
  • Undergraduate degree in a relevant subject. 
  • Experience of logistics and procurement work. 
  • Knowledge of donor regulations (e.g. OFDA, EC, DFID). 
  • Networking skills and strong personal networks in Nairobi in the administration field
How to apply: 

This is a challenging opportunity for a dedicated and highly motivated professional. 

If you would like to join this dynamic team and help contribute to better resilience and economic growth for African communities, please submit your application to jobs@adesoafrica.org.

Each application should be addressed to the Human Resources Manager and include the following: 
  • An updated CV; and 
  • An application letter which should includes full contact details of three work-related referees.
This position is only open to Kenyan Nationals.

Applications not including all of the above information will not be reviewed.

Closing date:  27 Jul 2012

Only short-listed candidates will be contacted. 
Adeso is an equal opportunity employer.