Office Administrator Job in Kenya

The BOMA Project

Job Title: Cluster Office Administrator

One (1) Position

Direct Reports to: Finance &
Administration Manager

Dotted Line Reports
to:
 People
Operations Manager (POM)

Job titles of persons
supervised:
 Office Assistant, Drivers, Guards

Terms: Contract (One
Year) Renewable

Location / County /
Office:
 Samburu

1. INTRODUCTION:

The BOMA Project is a fast-growing non-profit in US and a Kenyan
NGO that is helping women entrepreneurs 33,000+ and counting to start new
businesses in Eastern Africa.

BOMA helps women impacted by climate change start new businesses
to earn income, build a better future for themselves and their children, and
evolve into respected leaders within their communities.

2. JOB SUMMARY:

The Office Administrator in the Cluster Office is responsible
for supporting the Administration and People Function within BOMA’s programmes
and operations.

The holder of the position is also in charge of all procurement
matters within the Cluster Office.

DUTIES AND
RESPONSIBILITIES:

2.2 Procurement
Responsibilities

2.2.1 Responsible for procurement matters within the assigned
office cluster collaborating closely with the People & Administration Officer
and Finance & Administration Manager.

2.2.2 Maintain supplier’s database, contracts, contacts at the
Cluster Office Level

2.2.3 Assist the Head Office procurement team during
prequalification of service providers.

2.2.4 Occasionally review procurement opportunities available at
the Cluster level and advice the Finance & Admin Manager to ensure value
for money.

2.2.5 Assist in compiling bid analysis for the procurement
committee.

2.2.6 Responsible for submission of procurement documents for
payment from the Cluster Office.

2.2.7 Maintain records and file Requisition and Local Purchase
Order.

2.3 Administration
Responsibilities

2.3.1 Responsible for the safety, look and feel of the office
including office maintenance/repairs.

2.3.2 Manages all office supplies and stationery at the Cluster
Office.

2.3.3 Manages all front office services at the Cluster Office.

2.3.4 Assign/allocate office sitting and working spaces to staff
at Cluster Office.

2.3.5 Responsible for allocation of vehicles to program teams for
field travel and follow ups.

2.3.6 Manages all logistics for the programs including drivers’
schedules, vehicle repairs and services

2.3.7 Maintain car fuel logs, maintenance and service schedules
for all vehicles and motorbikes for the Cluster Office.

2.3.8 Responsible for ensuring that BOMA cars allocated at the
Cluster Office are parked by stipulated time.

2.3.9 Ensure safety and security of BOMA assets in the Cluster
Office and the field.

2.3.10 Manages and controls petty cash at the Cluster Office.

2.3.11 Responsible for cash reconciliation and replenishment at
the Cluster Office.

2.3.12 Support budgeting procedures at the Cluster office level.

2.3.13 Organize travel arrangements for staff within the Cluster
office and visiting teams by making necessary bookings.

2.3.14 Receive and review payment documents submitted at the
Cluster office for transmission to Head Office for payment.

2.4 People (HR)
Responsibilities

2.4.1 Responsible for regularly processing of leave applications
and updating the leave register for your Cluster office and forwarding the same
to the People & Admin Officer for filing

2.4.2 Receives documentation for new staff/joiners in your
Cluster office and ensure it is processed within the set timelines. The same
documentation to be sent to the People & Admin Officer.

2.4.3 Ensure the new staff in your office are onboarded properly
by ensuring the staff are properly set up in terms of work tools, e-mails etc.

2.4.4 Maintaining and updating employee records on soft copies
for the staff in your cluster office while maintaining an accurate and updated
employee register.

2.4.5 Support in conducting exit interviews when called upon and
assist in managing the exit process/offboarding including employee clearance.

2.4.6 Assists in the overall recruitment process as guided by
the POM e.g. contacting candidates when recruiting staff at the Cluster office.

2.4.7 Assists in the co-ordination of staff welfare initiatives
e.g. staff trainings in the Cluster office

2.4.8 Be the first point of contact when solving employee
grievances at the Cluster office.

2.4.9 Conduct performance reviews for your direct reports as per
the performance review calendar.

2.4.10 Identify development and training needs of your direct
reports and provide recommendations to the relevant parties.

3. QUALIFICATIONS:

3.1 At least a Bachelor’s Degree in International Development,
Business Administration/Management or a related field required from a
recognized institution.

3.2 Minimum at least 3 years in administration experience in a
busy organization in Northern Kenya.

3.3 Excellence interpersonal, oral and written communication and
negotiation skills, including expert command of English grammar and AP style.

3.4 Strong planning and organizational skills.

3.5 Excellent computer skills in Word, Excel, PowerPoint,
internet, remote conferencing applications.

4. HOW TO APPLY:

Interested and suitable qualified candidates to submit their
application, including Cover Letter, detailed CV, daytime telephone contact,
and three professional referees to [email protected]

(do not include copies of certificates).

Give details of your current salary and the expectation in this
position on the body of your Application Cover Letter.

The subject line of your application should be clearly marked “Cluster
Office Administrator – Samburu”.

Applications must be received by Wednesday, 5th May 2021; late
applications will not be considered.

While we thank all applicants, please note that only shortlisted
candidates will be contacted for interviews.

(STRONGLY ENCOURAGE QUALIFIED FEMALE CANDIDATES TO APPLY)

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