The Rainforest Alliance is an international nonprofit organization that works to conserve biodiversity and ensure sustainable livelihoods by transforming land-use practices, business practices and consumer behavior. 

Position Summary:

The Associate, Administration, is a key member of the Global Administration team and will oversee the day-to-day administration of the Kenya field office. 

• Work closely with the HQ Accounting and Global Administration (compliance administration) teams and in coordination with the legal team as needed to ensure branch/subsidiary meets all compliance requirements including annual filings; this specifically includes preparing data for annual financial accounts, audit and payroll year-end reporting in coordination with the external accountant and coordinate sign off with company directors;
• Administer local signing authorities matrix, as issued and approved by Rainforest Alliance’s Vice President, Finance & Administration/CFO;
• Oversee general facilities management including leasing, set up and shut down, general administration, reception, transportation, and travel–-for primary and, as applicable, satellite offices;
• Ensure an organized, neat office space and also a safe working environment i.e. making sure staff store away confidential information and valuable items such as laptops;
• Handle office-specific contract administration (office lease, equipment lease);
• Develop and manage Nairobi office budget; track and analyze spending using financial software, conduct cost-benefit and feasibility analysis as needed, and produce quarterly activities report for Finance-NY;
• Maintain, inform, and enforce Rainforest Alliance and local Finance & Administration policies & procedures and processes, including internal controls, and serve as information conduit to other units as needed;
• Develop, maintain, update, and communicate office(s) security and emergency plans;
• Directly manage any administrative positions;
• In close coordination with HQ F&A, administer locally-required liability and vehicle insurance;
• Administer inventory and equipment management and controls;
• Coordinate with local auditors, banks, and insurance brokers as needed;
• Ensure Rainforest Alliance’s procurement guidelines are followed;
• In accordance with Rainforest Alliance and local policies oversee document management and retention process for Kenya office; and
• Other duties as assigned.

• Coordinate the recruitment and selection of local employees, ensuring that staffing requirements are satisfied in the most timely and cost effective manner. This includes initial consultation with hiring managers and review of the forms/process for posting jobs, screening resumes, scheduling/conducting onsite interviews, maintaining electronic recruitment tracking files and hardcopy files, and working with the assigned Human Resources Generalist to prepare correspondence, extend offers to and answer questions from candidates;
• Provide orientation for local hires on recruitment and performance evaluation process;
• Work with hiring managers on developing/updating job descriptions;
• Act as primary support for managers in annual compensation review process; and
• In coordination with headquarters in New York, process monthly payroll (in-house or through payroll company).

• Manage bookkeeping responsibilities for the Kenya office and the East and Southern African region;
• Assemble and submit monthly reporting of accounting transactions to headquarters in New York;
• Implement payment process for vendors and staff reimbursements, which include reviewing and verifying backup documentation and proper authorizations;
• Process approved payments of expenses and travel advances;
• Track receipts, including checks and wires, and as appropriate, ensure safekeeping and timely deposit of checks into Rainforest Alliance bank account;
• Perform bank reconciliations; and
• Maintain accounts database and supporting records.

• Bachelor’s degree in Business Administration or related field;
• 4 years of increasingly complex experience in an operations, procurement or logistics role;
• Professional experience with accounting, forecasting, budgeting, and contractual management; human resources management experience required;
• Solid knowledge of procurement processes and regulations;
• Ability to handle sensitive information confidentially;
• Experience in a global work environment and/or international nonprofit organization preferred;
• Ability to work within a team structure as well as independently, be creative, take initiative, and possess excellent interpersonal communication skills;
• Ability to work in a multicultural, diverse, and highly performance-driven environment; and
• Ability to travel domestically and internationally up to 10% a year.