Vacancy Announcement: Office Manager
Organization: Adeso
Reporting to: Operations Director
Working with: Nairobi Operations team
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
Essential
- 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.
Desirable
- 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 jobs@adesoafrica.org, 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.
Website: www.adesoafrica.org