Office Administrator at Trocaire

On Sunday, September 22nd, 2013

Location: Nairobi

Job Grade: D
Reporting to: Kenya Country Director
Department: Administration
Contract Duration: 6 Months Contract (Maternity Leave Cover)
Background to Position: To provide administration leadership and operations support for the Kenya Country program at Trocaire.
Main Purpose of Role: Office management, management and administration of Procurement, Logistics and Fleet Management, facilities management, assets and inventory management and utilities and security management.

Level of Authority: The Office Manager will have the authority to approve budget expenditure of up Ksh. 5,000/= following the laid down Trócaire Financial Management Systems.

Child Protection: Though this Position does not have enhanced contact with children within the Organization, the Office Manager is expected to commit to protecting children at all times, both at the workplace and at home.

Key Duties & Responsibilities:

Office Management (30%)

  • Effectively coordinate, plan and budget – in consultation with the different stakeholders – all financial, material and human resources requirements for the Kenya Programme Administration Unit. This includes administrative support to the regional unit.
  • Ensure efficient and effective management of administration functions including quality control.
  • Ensure that the property and grounds are well maintained and that all leases and contracts are updated as per policies and that legal standards are adhered to.
  • Provide staff and authorized visitors with appropriate working space in consultation with their direct line managers and the HR Officer.
Safety and Security (10%)
  • Act as Trocaire Security Focal point and ensure staff compliance to all security SOPs.
  • In consultation with the Senior Management and HR, organize and ensure all staff are conversant with office security procedures both at an individual and collective level.
  • Support the CD in updating all security documentation in-country including security briefings, ID cards, emergency cards and the Security manual
  • Facilitate first aid, fire fighting and safe driving trainings for all relevant staff.
  • Ensure office health and safety procedures are strictly followed in accordance with Kenyan laws
  • Facilitate the promotion of good environmental awareness in the office compound
Asset and Procurement Management (30%)
  • Ensure all Trocaire assets are well labelled and inventory taken on a quarterly basis and provide management with necessary reports.
  • Ensure that all assets and equipment is properly utilised and adequately insured.
  • Issue staff and authorized visitors the required equipment and tools to enable them perform their duties effectively.
  • Carry out efficient and effective venue procurement in the Kenya Office, ensuring quality improvement and value for money while adhering to the Trocaire policies and standards.
  • Support the prequalification process for procuring goods and services.
  • Support the Identification and selection of vendors and managing local vendor relationships.
  • Provide effective and efficient transport and fleet management, ensuring that all Trocaire vehicles are well maintained and meet all required legal standards
Staff Supervision (25%)
  • Effectively line-manage the administrative assistant, domestic workers & drivers and ensure that they perform in their roles as expected.
Qualifications, Attributes and Other Requirements specific to the role
  • A relevant degree in Finance / Business / Administration or related fields with general computer knowledge especially in Microsoft Office suites
  • At least 5 years experience in a similar role
  • Flexibility, ability to work under pressure in addition to multi-tasking in a fast paced environment
  • Good professional verbal and written communication skills and telephone etiquette
  • Excellent organization skills, keen to detail, accuracy and a high level of reliability, objectivity and honesty.
  • A positive approach and an ability to contribute to a strong dynamic team
  • Focused understanding of development work would be an added advantage
How to Apply:

If you meet the above selection criteria, please send your curriculum vitae and a covering letter with the reference number on the subject line [email protected] by Friday 27th September 2013 at 5:00 p.m. 

Only shortlisted candidates will be contacted.

Trócaire’s recruitment and selection process reflects its commitment to the People in Aid Code of Good Practice. 

Prospective applicants must be committed to safeguarding children and vulnerable adults against all forms of abuse and harm and must sign Trócaire’s Safeguarding Programme Participants Policy.
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