Jobs
>
Nairobi

    Administrative Officer at - Nairobi, Kenya - International Fertilizer Development Center (IFDC)

    International Fertilizer Development Center (IFDC)
    International Fertilizer Development Center (IFDC) Nairobi, Kenya

    2 weeks ago

    Default job background
    Full time
    Description
    We provide solutions to alleviate global hunger and poverty through the promotion of economic development and self-sufficiency.

    Responsibilities

    Administrative and Facilities:
    Serve as the first point of contact for the IFDC office. Oversee guests, manage and direct office mailing and communication.
    Ensure routine maintenance of the office facility and ensure the office meets the required security and health standards.
    Plan and execute regular and emerging office meetings and events.
    Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)
    Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.
    Support in the onboarding process for new admin staff
    Responsible for arranging and coordinating in-house and off-site conferences, retreats, and other official staff events.
    Support the Country Director in the coordination of staff meetings.
    Maintain regular and timely communication with global teams on country administrative and operational matters.
    Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras, etc) and ensure they are in good functioning condition.
    Coordinating the office administrative errands.

    Responsible for receiving all goods procured in the country and ensuring procured goods meet all specifications by the requester.

    Control and manage IFDC equipment, (disposal, inventory, and the management of IFDC fleet of vehicles)
    Oversee the administration and management of service provider contracts and management of office supplies.
    Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.


    Staff Travel:

    Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, and purchase flight tickets, for project staff on official trips and project activities.

    Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)

    Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires, etc.

    Contribute to the ongoing improvement of travel policy and processes.
    Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests.

    Administer IFDC's internal travel approval process and act as a liaison for the coordination of travel with travel agents and employees.

    Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.


    Compliance and Registration:

    Ensure the IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits, and the government.

    Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep a record of staff visa and work permit timelines and renewal dates.
    Provide periodic administration reports or as per the need to the Country Director; and
    Perform any other duties deemed necessary and requested by the supervisors.


    Other Responsibilities:
    Ensure that the office is stocked with necessary supplies and that all equipment is working and properly maintained
    Supervise all the IFDC Drivers and Administration Assistants (if any)

    Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.

    Schedules appointments and meetings for the Country Director.

    In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to the purchase of equipment and services, organization of travels, and logistics for project activities.

    Provide support to the Country Director on all other administrative issues (schedule appointments and meetings).

    Reporting and Work Relationships

    The Administrative office position reports to the Country Director IFDC Kenya Office, his/her designee

    Requirements
    Required Skills

    Ability to work independently under pressure and meet tight deadlines.
    Ability to work in a multidisciplinary and international environment.
    Strong interpersonal skills, team player with the ability to maintain effective work relationships.
    Previous experience as an Administrative Officer or any relevant experience.
    Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
    Ability to assess priorities and work on own initiative.
    Great organizational skills and attention to detail in the operationalization of administrative tasks.
    Good communication and interpersonal skills.
    Strong sense of integrity and personal commitment to the achievement of goals.
    Good teamwork skills

    Required Experience

    A Master's degree in business administration, Business Management, Administration, supply chain management, or any other related field and a flair for detail.

    A certification in office administration is a plus.
    Over 7 years of practical experience in office management or similar posts in the NGO sector.
    Strong computer skills with experience in MS Office software, communication tools (e.g. teams, zoom), and the Internet.
    Proficiency in English, both in verbal and written communication.
    Ability to communicate in French, as a second language, would be a definite advantage
  • Aga Khan Education Service, Kenya (AKESK)

    Administration Officer

    1 week ago

    Aga Khan Education Service, Kenya (AKESK) Nairobi, Kenya Full time

    The Aga Khan Academy Nairobi is operated by Aga Khan Education Service Kenya (AKESK), a non-profit organization, with close to a hundred years' experience operating schools in Kenya. Our first formal schools were opened in 1918, and AKESK currently operates 11 schools in Nairobi, ...

  • Open Society Initiative for Eastern Africa (OSIEA)

    Administration Officer

    3 days ago

    Open Society Initiative for Eastern Africa (OSIEA) Nairobi, Kenya Full time

    ABOUT THE COMPANY · The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people. · We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; ...

  • Kenya Medical Training College (KMTC)

    Office Administrator

    1 day ago

    Kenya Medical Training College (KMTC) Nairobi, Kenya Full time

    When you choose to launch your medical career at KMTC, you join more than 26,000 students at the College who aspire to improve the health of communities they live in.When you join one of the 50-plus specialized courses offered at KMTC, you will be a part of the biggest human reso ...

  • Bridge Talent Management

    Office Administrator at

    1 day ago

    Bridge Talent Management Nairobi, Kenya Full time

    One HR information system to manage your employees' entire employment lifecycle. Build an incredible workplace and grow your business with our all-in-one platform. · Job Summary: · We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensur ...

  • UN-Habitat

    Administrative Officer

    1 week ago

    UN-Habitat Nairobi, Kenya Full time

    Responsibilities · Human Resource Management : · Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., en ...

  • United Nations Environment Programme UNEP

    Administrative Officer

    1 week ago

    United Nations Environment Programme UNEP Nairobi, Kenya Full time

    Responsibilities · HUMAN RESOURCES MANAGEMENT · Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, e ...

  • United States International University Africa (USIU)

    Office Administrator

    1 day ago

    United States International University Africa (USIU) Nairobi, Kenya Full time

    United States International University - Africa is located in the Kasarani area, off Thika Road in the suburb of Kenya's capital city of Nairobi. The university is an independent, not-for-profit institution serving 6512 students representing 69 nationalities. · Job summary: · The ...

  • Nature Kenya

    IT and Administration Officer at

    1 week ago

    Nature Kenya Nairobi, Kenya Full time

    Nature Kenya the East Africa Natural History Society (EANHS) is Africa's oldest environmental Society, established in 1909 to promote the study and conservation of nature in eastern Africa. We remain a non-political and not for profit membership Society. · Position Summary · The ...

  • United Nations

    Administrative Officer

    6 days ago

    United Nations Nairobi, Kenya Full time

    ABOUT THE COMPANY · The United Nations Office at Nairobi, the UN headquarters in Africa, was established by the General Assembly in 1996. The office is headed by a Director-General, at the Under-Secretary-General level, serves as the representative office of the Secretary-General ...

  • World Vision Kenya

    Administrative Officer

    1 week ago

    World Vision Kenya Nairobi, Kenya Full time

    World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice. · Key Responsibilities: · Administrat ...

  • Bon & Drew Associates

    Office Administrator at

    1 day ago

    Bon & Drew Associates Nairobi, Kenya Full time

    Bon and Drew is a consulting firm providing a full suite of professional services including Accounting, Tax Consultancy, Financial Management, Business Advisory, Management Consulting, and many others · Qualifications · Degree or Diploma in Business Administration or related fiel ...

  • United Nations Office at Nairobi (UNON)

    Administrative Officer at

    6 days ago

    United Nations Office at Nairobi (UNON) Nairobi, Kenya Full time

    United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the Unite ...

  • Kenya National Commission on Human Rights (KNCHR)

    Administration Officer at

    2 weeks ago

    Kenya National Commission on Human Rights (KNCHR) Nairobi, Kenya Full time

    The Kenya National Commission on Human Rights (KNCHR) is an independent National Human Rights Institution created by Article 59 of the Constitution of Kenya 2010 and established by the Government of Kenya through an Act of Parliament (the Kenya National Commission on Human Rights ...

  • Kenya Medical Training College (KMTC)

    Administrative Officer

    1 week ago

    Kenya Medical Training College (KMTC) Nairobi, Kenya Full time

    When you choose to launch your medical career at KMTC, you join more than 26,000 students at the College who aspire to improve the health of communities they live in.When you join one of the 50-plus specialized courses offered at KMTC, you will be a part of the biggest human reso ...

  • Outspan Hospital

    Administrative Officer at

    1 week ago

    Outspan Hospital Nairobi, Kenya Full time

    Outspan Hospital started operations with the establishment of an Out Patient Department on August 7, 2001. A month later, the In Patient Department was opened with a capacity of 21 beds. · KEY DUTIES AND RESPONSIBILITIES: · SERENITY CENTRE · Manages administrative functions, incl ...

  • Outspan Hospital

    Administrative Officer

    2 weeks ago

    Outspan Hospital , Nairobi, Kenya , Full time

    KEY DUTIES AND RESPONSIBILITIES: · SERENITY CENTRE · Manages administrative functions, including accounting, financial reporting, payroll, personnel administration, risk management, purchasing, facilities maintenance and administrative support. · Assists in the development and im ...

  • Save the Children

    Senior Administration Officer at

    1 week ago

    Save the Children Nairobi, Kenya Full time

    The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries · ROLE PURPOSE: · Under the direction of the Human Resources & A ...

  • ENGIE

    IT Officer and PBX Administrator at

    2 weeks ago

    ENGIE Nairobi, Kenya Full time

    ENGIE is a leading world group that provides low-carbon energy. Our group is a global reference in low-carbon energy and services. · Job Purpose/Mission · Responsible for effective overall supervision of company's Information Technology system administration through installation ...

  • Anti-Counterfeit Agency (ACA)

    Senior Administration Officer

    1 week ago

    Anti-Counterfeit Agency (ACA) Nairobi, Kenya Full time

    ABOUT THE COMPANY · The Anti-Counterfeit Agency was established under the Anti-Counterfeit Act 2008 as a State Corporation with the mandates to enlighten and inform the public on matters relating to counterfeiting, combat counterfeiting, trade and other dealings in counterfeit go ...

  • KiPawa Referral Network

    Office 365 Administrator

    1 week ago

    KiPawa Referral Network Nairobi, Kenya Full time

    Kipawa is a recruitment marketing agency that specializes in designing & implementing effective employer brand solutions. Whether it's a full recruitment marketing strategy for your business including promoting the employer brand, or a kick-start to build momentum, Kipawa deliver ...