Administration Officer Job in Kenya

 Closing
date: January
22, 2021

Organization Profile

RefuSHE
protects, nurtures, educates, and empowers young refugee women and girls in
East Africa through a unique holistic model that provides shelter, education, case
management, counseling, childcare, legal advocacy, and vocational training.
RefuSHE’s holistic program meets the imminent needs of unaccompanied, separated
and orphaned refugee girls, young women, and their children.

Founded
in 2008, RefuSHE is a U.S. nonprofit with headquarters in Chicago and
operations in Nairobi, Kenya. It is the first and only organization dedicated
to refugee girls in East Africa. Over the past twelve years, RefuSHE has grown
to become a leading institution and global thought-leader in the field of
refugee protection.

Position
Title:
Administration
Officer (National)

Department:
Administration

Supervisor:
HR & Administration Manager

Summary Profile

The
Administration Officer will be responsible for supporting the organization’s
operations by ensuring effective information flow and that resources are
employed efficiently throughout the organization business. The incumbent will
manage repairs and maintenance of premises, equipment, vehicles; oversee
management of mails, courier services, travels and archives of the
organization, and access to premises, employee equipment and resources needed
as well as ensuring the premises is properly maintained. S/he will be
responsible of overseeing management of the front desk creating an engaging office
environment and positive interactions with all the staff, RK POCs and visitors.
S/he will be responsible for logistics, drivers and administration support
staff and will report direct to the HR & Administration Manager.

Key Responsibilities

  • Oversee overall responsibility for RefuSHE Kenya
    Office Management by taking charge of the day-to-day operations.

  • Discharge his/her duties with an aim to deliver
    exceptional office management by overseeing the reception work involving
    the receipt and direction of office guests, allocation of office space to
    all staff, phones, workstations, smooth internet among others.

  • Oversee management of the front desk creating an
    engaging office environment and positive interactions with all the staff,
    RK POCs and visitors.

  • Oversee management of flow of visitors to all ensure
    Kenya premises ensuring issuance of visitors’ badges and adequate security
    checks

  • Ensure the effective and efficient use of all
    RefuSHE Kenya resources in order to keep costs low and ensure safety in
    the workplace.

  • Ensure all organization’s invoices for utility bills
    such as electricity, telephone, water and garbage collection are submitted
    to finance and paid on time.

  • Ensure invoices for rent payment for main office and
    safe house are submitted to finance and paid on time.

  • Maintain and keep track of all lease agreement
    contracts and service level agreements.

  • Develop fleet management plan/schedules to ensure
    staff field travels are well serviced

  • Oversee vehicles and other motorized equipment are
    serviced on time and at the most reasonable costs

  • Oversee maintenance of cooks’ duty rooster to ensure
    all participants at all levels are served their meals on time and
    respecting special diet programs for those with such needs

  • Ensures meeting rooms / areas are always ready for
    meetings.

  • Create and maintain effective internal controls for
    equipment inventory and management.

  • Provide reports to the supervisor on regular basis
    on the activities managed and cost cutting initiatives.

  • Monitor, supervise and ensure safety measures are
    incorporated into all RefuSHE Kenya premises/offices

  • Co-ordination and management of all administrative
    issues like hygiene, compound cleanness, supply of office utilities and
    stationeries

  • Develop and maintain up-to-date, effective security
    measures to protect the RefuSHE Kenya properties and staff.

  • Oversee all maintenance activities and maintain a
    regular schedule of maintenance for the RefuSHE Kenya Assets

  • Work hand in hand with the HR & Administration
    Manager to ensure all staff and organization assets and tools are covered
    adequately and timely and the respective premiums paid promptly.

  • Ensure adequate records of fleet
    management/movement, and put in place policies/structures to guard against
    abuse

  • Deliver all administration services in the most
    efficient manner to facilitate the functions of all programs and the
    support departments

  • Management of fuel consumption (generator /office
    cars / contracts)

  • Any other lawful duties as assigned by the
    supervisor.

Qualifications and Competencies

  • Degree in Business Administration or Management or
    other related studies from a recognized institution and at least 3-5
    years’ work experience in implementing similar projects.

  • Good command of English both oral and written.

  • Good interpersonal and communication skills.

  • Good working experience in MS Office suite.

  • Strong report writing and presentation skills.

  • Ability to multitask on demanding roles.

  • Good planning and coordination skills, with the
    ability to organize a substantial workload comprised of complex and
    diverse tasks.

  • Strong self-starter, able to take initiative and
    adapt to changing circumstances and priorities.

  • Ability to remain flexible in a dynamic environment
    and work well in a team.

  • Commitment to RK’s safeguarding and other policies
    on child protection.

How
to Apply

Your application should
be sent to [email protected] indicating the
position title in the email subject as “Administration Officer” by close of
business 22nd January
2021.
 It should include a cover letter & a detailed CV
plus other relevant credentials. Kindly indicate your current and expected
remuneration.

Please note,
shortlisting shall be done on a rolling basis.**

Human Resources & Administration Manager

RefuSHE

P.O. Box 63192-00619, Nairobi

Please note that only
shortlisted candidates will be contacted

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