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Office Manager Job in Nairobi Kenya

Vacancy Announcement: Office Manager

Reporting to: Operations Director
Working with: Nairobi Operations team
Programme / Duty Station: Nairobi

Duration: 1 year (Renewable)
Starting Date: Immediate
Salary Grade: Kenyan National Scale, Grade A plus other competitive benefits
Organizational Context: Adeso 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. At present, Adeso has programs in Somalia, Kenya and South Sudan.

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 Operation Director, the Office Manager will be responsible for managing the Adeso HQ office premises in Nairobi and assisting the Operation team as the focal point for all administrative issues.
Position Purpose
1. To manage the Adeso HQ office premises and assets
2. To line manage the administrative support staff.
3. To provide administrative support to all Adeso Expatriate staff and act as the office contact point with the Immigrations department.
Specific Roles and Responsibilities
Management of Adeso HQ office premises and assets
  • In consultation with the landlords, to manage the lease agreement and maintenance of the office premises and expat houses.
  • Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • To ensure that office utilities (electricity, water, telephone lines) are functional and all bills are paid in a timely manner.
  • To maintain up to date and efficient filing systems, both physical and electronic, for administrative documents.
  • In coordination with the Security Director, to ensure that appropriate preventive measures are in place to protect the office premises and assets.
  • To report any pertinent issues affecting the proper management of the HQ premises to the Logistics Manager as necessary.
  • In consultation with the IT Department and Logistics Officer, to ensure regular maintenance and timely repairs of HQ assets and equipment.
  • To act as a focal point for staff to report any office repairs or maintenance required.
Line management of support staff
  • To supervise, motivate and develop directly line managed staff (currently Receptionist, Office Assistant/Cleaner).
  • To convene regular meetings for all support staff at least once per quarter, to discuss issues relating to management of the Adeso office.
  • To carry out annual appraisals with all line-managed staff.
  • To arrange adequate cover when support staff members are on leave.
Provide administrative support to all Adeso Expatriate staff and act as the office contact point with the Immigrations department
  • To coordinate logistical arrangements for official Adeso visitors to Nairobi (e.g. travel, accommodation, taxis, visas).
  • To facilitate acquisition of required travel documents, work permits, special passes, dependant passes and other government requirements for Adeso HQ based international staff members.
  • To facilitate clearance with the NGO Board and any other bodies for required documentation for Adeso International staff.
  • Act as Adeso official contact point for all immigration related issues.
  • Maintain up to date data and track international staff travels records, tickets, leases, and other benefits. i.e. dependants benefits, school fees and temporary accommodation..
Skills and Qualifications
  • Relevant higher diploma level qualification (e.g. business administration, facilities management).
  • Minimum 5 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.
  • Certificate qualification in logistics or business administration.
  • 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.
Application Process
This is a challenging opportunity for a dedicated and highly motivated professional.

If you would like to join this dynamic team, please submit your application to, quoting the position in the email subject matter, by 13th February, 2015.

Each application should be addressed to the HR Director and include the following:
  • An updated CV; and
  • An application letter which should include cover letter, remuneration requirements and contact information for three work-related referees.
Applications not including all of the above information will not be reviewed. 

Only short-listed candidates will be contacted.

Adeso is an equal opportunity employer and female candidates are encouraged to apply.


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