Cluster Office Administrator

Job Detail

DUTIES AND RESPONSIBILITIES:

Procurement Responsibilities

Responsible for procurement matters within the assigned office cluster collaborating closely with the Procurement and Logistics Manager
Maintain supplier’s database, contracts, contacts at the Cluster Office Level
Assist the Head Office procurement team during prequalification of service providers.
Occasionally review procurement opportunities available at the Cluster level and advice the Procurement and Logistics Manager to ensure value for money.
Assist in compiling bid analysis for the procurement committee.
Responsible for submission of procurement documents for payment from the Cluster Office.
Maintain records and file Requisition and Local Purchase Order.

Administration Responsibilities

Responsible for the safety, look and feel of the office, including office maintenance/repairs.
Manages all office supplies and stationery at the Cluster Office.
Manages all front office services at the Cluster Office.
Assign/allocate office sitting and working spaces to staff at the Cluster Office.
Responsible for the allocation of vehicles to program teams for field travel and follow-ups.
Manages all logistics for the programs, including drivers’ schedules, vehicle repairs and services
Maintain car fuel logs, maintenance and service schedules for all vehicles and motorbikes for the Cluster Office.
Responsible for ensuring that BOMA cars allocated at the Cluster Office are parked by the stipulated time.
Ensure the safety and security of BOMA assets in the Cluster Office and the field.
Manages and controls petty cash at the Cluster Office.
Responsible for cash reconciliation and replenishment at the Cluster Office.
Support budgeting procedures at the Cluster office level.
Organize travel arrangements for staff within the Cluster office and visiting teams by making necessary bookings.
Receive and review payment documents submitted at the Cluster office for transmission to Head Office for payment.

People (HR) Responsibilities

Responsible for regularly processing of leave applications and updating the leave register for your Cluster office and forwarding the same to the People and Culture Manager for filing
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 Operations Assistant.
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.
Maintaining and updating employee records on soft copies for the staff in your cluster office while maintaining an accurate and updated employee register.
Support in conducting exit interviews when called upon and assist in managing the exit process/offboarding, including employee clearance.
Assists in the overall recruitment process as guided by the People Operations Coordinator e.g., contacting candidates when recruiting staff at the Cluster office.
Assists in the coordination of staff welfare initiatives e.g., staff trainings in the Cluster office
Be the first point of contact when solving employee grievances at the Cluster office.
Conduct performance reviews for your direct reports as per the performance review calendar.
Identify development and training needs of your direct reports and provide recommendations to the relevant parties.

Requirements

QUALIFICATIONS:

At least a Bachelor’s degree in International Development, Business Administration/Management or a related field is required from a recognized institution.
Minimum of three (3) years in administration experience in a busy organization in Northern Kenya, preferably Turkana.
Excellence in interpersonal, oral, and written communication and negotiation skills, including expert command of English grammar and AP style.
Strong planning and organizational skills.
Excellent computer skills in Word, Excel, PowerPoint, internet, and remote conferencing applications.

The Application deadline closed.