Administration Officer Job in Kenya

Leonard Cheshire

Job Title: Administration Officer

Location: Kisumu, Kenya

Department: International

Reporting to: Operations Manager- Kenya

About the role: It is a very
exciting time for Leonard Cheshire’s International Team with an ambitious but
well-planned growth strategy beginning to gain momentum we are looking for a
number of motivated, innovative and positive people to join us on this journey
of growth.

This role will be the focal point for
day-to-day administration, procurement, human resources, travel and logistics
of Leonard Cheshire Kisumu office.

About you: This is an excellent opportunity for
a skilled and motivated, very experienced Administration officer to step up to
the next level to join our dynamic team based in Kenya. Reporting to the
Operations Manager and liaising with the wider Leonard Cheshire Kenya
management team in Kisumu you will ensure timely, efficient and compliant
delivery of administrative, procurement, human resources, travel and logistics
roles in Kisumu sub office.

You will have experience in office
administration from busy environment and reputable organization preferably
International Non-Government Organization. You will demonstrate experience in
wider operations to cover procurement, logistics and human resources roles.

A degree from reputable institution
is a requirement.

About Leonard Cheshire: Leonard Cheshire is one of the world’s leading charities
supporting persons with disabilities. We believe that persons with disabilities
should have the freedom to live their lives the way they choose – with the
opportunity and support to live independently, to contribute economically and
to participate fully in society.

Our international development
programmes support children in school and disabled adults into employment
across Africa and Asia. We have established local partners in countries of
operation whom we have worked with for a number of years. Our ambitious new
five-year international strategy aims to enrich lives and promote independence
for more than 100,000 people with disabilities across Africa and Asia.

PURPOSE OF THE JOB

·        
To support the day-to-day
administration of the Kisumu office.

·        
Ensure smooth travel and logistics for
Kisumu, Nairobi and International staff movements.

·        
To act as the focal procurement
person for Kisumu office and support Nairobi procurement.

·        
To act as the Human Resources focal
person for Kisumu office.

KEY RESPONSIBILITIES

Administration

·        
Keep up to date assets register and
share reports on assets movement on quarterly basis.

·        
Carry out annual physical assets
count and provide detailed analysis of assets condition, variances and other
related issues to the supervisor.

·        
Keep the working environment tidy and
clean to match Leonard Cheshire office standards.

·        
Ensure general cleaning is carried
out in all offices once every month. This should include discarding unwanted
paperwork in the offices.

·        
Collaborate with security guards or
security agents to guarantee adherence to office access protocols.

·        
Carry out quarterly assessment of
office security status and share security assessment reports with the
Operations Manager.

·        
Coordinate for scheduled staff
meetings in Kisumu, keep attendance registers and meeting minutes.

·        
Share detailed action points with the
operations manager.

·        
Document office related incidents and
report to the supervisor appropriately.

·        
Prepare procurement plans for office
consumables/ stationery and manage their usage.

·        
Keep up to date records of office
consumables/stationery usage

Travel and logistics

·        
Ensure staff travels and
accommodation while on official duty are well coordinated.

·        
Communicate weekly travel plans to
staff.

·        
Work with hotels and travel agents to
provide travel information, providing hotel names, drivers/taxi contacts and
travel tickets as required in a timely manner.

·        
Coordinate travel arrangements for
all Leonard Cheshire staff and stakeholders visiting Kenya.


·        
Provide to finance sufficient support
documents for travel and hotel invoices.

·        
Track staff travel costs and provide
monthly reports to the supervisor.

·        
Act as security focal point for
Kisumu office.

·        
Take all visitors who stay overnight
through security debrief and support them as needed

Procurement

·        
Work with project managers as guided
by the supervisor to come up with procurement plans as new projects gets
approved.

·        
Support staff in preparing
procurement requisitions with appropriate specifications matching the
guidelines and policies in place.

·        
Initiate procurements of goods and
services in a timely manner.

·        
Adhere to Leonard Cheshire, Donors
and Government procurement guidelines, rules, policies and laws.

·        
Keep up to date procurement status reports
and share them to all stakeholders on monthly basis.

·        
Provide timely feedback to users on
status of their procurement requisitions.

·        
Keep records of supplier performance
and present those during supplier prequalification exercises to guide decision
making on continuation of pre-existing suppliers.

·        
Ensure Leonard Cheshire works only
with reputable suppliers.

·        
Provide sufficient support documents
to finance teams on all procurements carried out.

·        
Work with Finance teams to ensure
supplier payments are communicated to them with complete details of the bills
being processed.

Human Resources

·        
Track staff attendance in the office
and provide monthly report on issues arising in office reporting.

·        
Work with supervisors to keep staff
leave plans and track staff leave balances.

·        
Keep records of dully approved staff
leave requests.

·        
Escalate all staff issues to the
Operations Manager for action

·        
Understand and provide clarity on HR
policies and procedures in coordination with the Operations Manager.

·        
To undertake any other reasonable
duties as requested.

PERSON SPECIFICATION

Essential

·        
Should have a bachelor’s degree in
administration/business studies or related diploma training.

·        
Experience in administration from reputable
organization

·        
Experience in working in donor funded
programs

·        
Good interpersonal skills

·        
Attention to details, good planning
skills and ability to work with minimal supervision

Technical competencies

·        
All rounded computer skills

·        
Team player

·        
Excellent communication skills

What we offer

·        
Fair and competitive pay rates

·        
A generous employer contribution to a
company pension scheme or local equivalent

·        
Substantial annual leave, with the
option to buy or sell leave

·        
Medical insurance

·        
Travel insurance if you travel with
Leonard Cheshire

Further information

We seek candidates with a genuine
commitment to the values and ethos of Leonard Cheshire who are excited by this
opportunity to make a difference to the lives of people with a disability.

Leonard Cheshire welcomes
applications from all sections of the community.

As part of our safer recruitment
practices police check will be required for this role as well as the right to
live and work in Kenya.

Shortlisting for this role may take
place as applications are received, therefore we reserve the right to close
this vacancy once a suitable candidate has been appointed.

Closing date: 13th May 2020

Please note we do not accept emailed
CVs for the application process.

Please apply through the specific
link provided or through our website at https://careers.leonardcheshire.org/jobs
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