NGO Administration Officer Job in Nairobi Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

 Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Administration Officer - Nairobi

General Position Summary:
 

The Administration Officer will work closely with MC Kenya team to support Mercy Corps programming and administration work in Nairobi by following Mercy Corps procedures as outlined in the national staff policy handbook and Mercy Corps Field Administration Manual. 

The Administration Officer ensures that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.

Essential Job Functions:

Administration

• Ensure MC management in Kenya Country mission has smooth flow of routine, administrative work of the Mercy Corps office and program support operations;
• Must have a clear understanding of all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC administration policies;
• Ensure the adherence to Mercy Corps administrative procedures and staff policies. Provide training and guidance to all staff, as needed;
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies;
• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
• Responsible for maintaining staff list for all MC Kenya Offices – ensuring all contact details are updated on monthly basis and distributed to MC staff in all other MC offices;
• Establish and maintain appropriate filing systems for official correspondence;
• Responsible for proper functioning and maintenance of the office equipment and other office facilities;
• Process monthly office utility payments in a timely manner;
• Ensure the office has a valid lease agreements;
• Liaise with landlord on all office repair works and seek written approval of landlord for major repair and for structural changes of property;
• Ensure property files are up to date;
• Manage and update records of kitchen supplies;
• Maintain an emergency stock of office stationary and other supplies. Update records accordingly;
• Ensure and distribute to all staff, their monthly mobile phone airtime as per approved allocation;
• Ensure that staff attendance book is maintained; alert supervisors to poor attendance records of relevant staff;
• Coordinate travels of MC staff and visitors, consultants. Ensure all staff have got approved TAs prior to their travel. Book international and domestic flights, make hotel reservations and transport arrangements on behalf of travelers.
• Coordinate travel dates, accommodation and transport requirements with other relevant Administration personnel across Mercy Corps Kenya offices to ensure smooth travel;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned;
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Admin Assistant/Receptionist; Office Assistant (Cleaner)

Accountability: Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook

Reports Directly To: Operations Manager
 

Works Directly With:, Operations and Program staffs; Coordinates travel arrangements with other field office administration personnel

Knowledge and Experience:

• Diploma in Business Administration/Management desirable
• Excellent writing and communications skills   
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• 2 – 3 years relevant administrative experience preferably with International NGO is highly desirable.
• Excellent computer skills (Outlook express, MS Office, emails).
• Good interpersonal skills, ability to multi-task and self manage
• Ability to work with multi-ethnic team in a culturally appropriate manner
• Must have a good command of English in both oral and writing skills
• Be able to interact with partners and peers

Success Factors:

• Excellent problem solving skills and ability to act as intermediary between program and operations staff to ensure smooth work flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies.
• Conscientious with an excellent sense of judgment
• Awareness of and sensitivity to multi-cultural international development work.
• Proven ability to follow procedures and meet deadlines.
• Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations
• Team player

How to apply
 

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Administration Officer Nairobi”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted