Administration Officer Job at Transparency International-Kenya (TI-Kenya)

On Monday, April 8th, 2013
Vacancy: Administration Officer
Department: Finance & Administration
 
Duty Station: Nairobi
 
Job Summary
Transparency International-Kenya (TI-Kenya) is part of the Transparency International group that is a non-partisan coalition of individuals with a shared vision of corrupt free world. TI Kenya is an autonomous chapter in the Transparency International movement, a global coalition against corruption with which we share the knowledge and exchange ideas for the greater good of Kenya.

TI Kenya seeks to fill the position of an Administration Officer. Under the supervision of the Human Resource & Administration Officer, the Administration officer will provide general office administration services by implementing administrative systems, procedures, and policies and monitoring administrative projects and tasks to their successful completion.
Duties and Responsibilities
  • Maintain TI Kenya’s contacts database. Maintain and keep updated records of TI Kenya donors, partners, coalitions, fellow CSOs etc. Disseminate information to the relevant parties at the earliest time. Research and share information and feedback from stakeholders with TI Kenya.
  • Manage administration workflow. Schedule and assign administration tasks, study and implement cost reduction methods in task execution and develop reporting procedures for administration work.
  • Maintain clear one on one relationships with suppliers for all services rendered by TI Kenya, schedule renewals of contracts with suppliers.
  • Maintain supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.
  • Maintain accurate records of administration tasks (both past and present). Forecast scheduled appointments. This includes schedules for office cleaning, repairs, maintenance of the printers etc.
  • Ensure that the office is clean, secure and safe at all times.
  • Manage the TI Kenya reception area: Ensure that the reception is spotless, manage the PABX / switchboard effectively, respond to general enquiries and attend to walk in visitors, receive incoming calls and forward to relevant extensions/take messages for those absent.
  • Receive and responds to all inquiries made at the reception by providing directions, instructions, promotional materials, or other general information or referring such inquiries to the appropriate persons
  • Keep records of staff diaries: birthdays, absences, births etc in the staff diary.
  • Ensure that all statutory deductions are remitted in time.
  • Handle all incoming and outgoing mail functions; including recording of all incoming mails and cheque dispatches
  • Ensure that the telephones, water and sanitation facilities are well maintained.
  • Manage the travel schedule of TI Staff. This includes booking flights for staff and visitors invited to various meetings and forums. Manage the logistical challenges encountered by TI Kenya visitors travelling into Kenya.
  • Make a Rota of staff meetings, take down minutes during staff meetings, circulate them and highlight action points to specific staff. Keep proper records of all staff meetings.
  • Prepare administration quarterly reports: This include but are not limited to: office supplies usage, calls received and concerns noted, security reports and any other administration reports that may be required from time to time.
  • Develop both self and administrative staff by providing information, educational opportunities, and experiential growth opportunities.
  • Resolve administrative problems and challenges by coordinating the administration docket effectively, preparation of reports and analyzing data and identifying solutions to recurrent problems.
  • Ensure smooth operation of all TI Kenya equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment and techniques.
  • Manage the official Transparency International email address
  • Develop and implement an effective filing system for all administration tasks and procedures. (This includes sorting, batching, alphabetizing, coding, and/or placing in numerical order various documents for filing, storage, or processing).
  • Schedule appointments, maintain conference room/Boardroom availability and reserve and assign motor vehicles and other equipment to staff.
  • Prepare and process memos for administration services offered. Ensure that bills, invoices, receipts, statements, checks, and other financial requirements are in order.
Required Qualifications
  • Bachelors degree in Business Administration or related field.
  • At least two years progressive Administration experience in a busy office.
Competencies
  • Demonstrated written and oral communication skills
  • Demonstrated ability to work independently and as a team
  • Familiarity with Microsoft Office software (Word, Access, Excel, PowerPoint)
  • Knowledge of general office machines and telephone system
  • Valid driving License
  • High degree of discretion in dealing with confidential information
  • High degree of flexibility
How to Apply:
Interested and qualified candidates are requested to submit one document as an attachment (combining the application letter and CV with at least three professional referees) by email on/before close of business on 15th April 2013 to: [email protected]
Please indicate Administration Officer as the subject of your email applications.
Do not attach your testimonials or certificates.
Only shortlisted candidates will be contacted.
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