Office Administrator at Trocaire in Kenya

Job Title: Office Administrator

Employer: Trocaire

Duty Station: Nairobi Kenya

Application Deadline: 27th Sept 2013

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:

• 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:

Please send your curriculum vitae and a covering letter with the reference number on the subject line HR@trocaire.or.ke.

Only shortlisted candidates will be contacted.