Senior Administration Officer Full Time NEW

General Position Summary

The CCS Senior Administration Officer will oversee all administrative and operational support functions for the team. This will primarily include support and preparation for day-to-day meetings as well as workshops and trainings. In addition, the Administration Officer will support administrative and operational coordination needs related to human resources for staff as well as consultants. This may include support in areas such as visas/ residency processes, travel arrangements, housing, payment requests, etc.

Essential Job Responsibilities

Administration

• Coordinate with CCS Secretariat team on preparation and support for day-to-day meetings (logistics for meeting room prep, IT set-up for remote/hybrid meetings, note-taking and follow-up on action points)
• Support CCS Secretariat team in preparation for workshops and trainings as needed (manage planning and procurement processes for meeting venues, refreshments, support needed for facilitators such as room/IT set-up, note-taking, etc)
• Oversee record keeping and file management for administration
• Coordinate visa & work permits for expatriate staff and visitors in Nairobi in partnership with the Administration Coordinator
• Coordinate lease agreements, timely payments of leases and utilities for properties as needed
• Track all administration requirements (eg visas, residencies, consultant agreements, leases, preferred supplier agreements, and other service contracts as needed)
• Support administration of CCS consultancies (coordination for consultant agreements, preparation of materials to support payment requests)
• Support tracking of CCS Secretariat budget and timely payments to service providers
• Ensure full compliance with all relevant Mercy Corps and donor guidelines, Kenya Law; keep up to date with changing policies and guidelines;
• Collaborate with the IT Officer to oversee allocation of MC assets such as computers, mobile phones and data modems including on time bill settlements and collection of reimbursements from staff for personal usage
• Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Safeguarding

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects.

Supervisory Responsibility

None.

Accountability

Reports Directly To: CCS Chief of Party, dotted line to Administration Coordinator.

Works Directly With: CCS Secretariat team, Mercy Corps Sudan team (in particular Operations Director, Finance Director, Country Director, Director of Programs, as well as any other colleagues passing through Nairobi), Mercy Corps Kenya team (in particular Administration Coordinator, Operations Director, Finance Director, ICT Systems Administrator)

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our projects.

Knowledge and Experience 

• BA/BS degree in a relevant field
• Minimum of 3-5 years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting
• Experience in setting up and managing administration and logistics management systems
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies
• Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff
• Demonstrated attention to detail, ability to follow procedures and meet deadlines
• Demonstrated ability to deliver in a fast-paced and high pressure environment
• Strong computer skills in Microsoft Office applications required
• Excellent verbal and written English communication skills required; knowledge of Arabic desirable

Success Factors

• Ability to take initiative, learn quickly and be accountable for results
• Flexibility and creativity in planning and problem solving
• Ability to understand the larger picture while remaining focused on the details
• Awareness of and sensitivity to multi-cultural international development work
• Even temperament and a good sense of humor
• Security awareness