Swedish Cooperative Centre Regional Administration Officer Job

The Swedish Cooperative Centre (SCC) is a development organisation operating in more than 30 countries worldwide, with its headquarters in Stockholm, Sweden, but organised in decentralised regions.

The Regional Office for Eastern Africa is based in Nairobi, Kenya and it supports partner organisations and programmes at both national and regional level in four countries in Eastern Africa.

The role of the Regional Office is to monitor results and ensure quality in all operations.

The Regional Office wishes to recruit for the position of Regional Administration Officer whose role will be to provide quality, efficient and proactive administration support services to the organisation.

Major Duties and Responsibilities:

1. General administration:

• Ensuring the Regional Office in Eastern Africa administration work is done in and efficient and effective manner and in accordance to SCC guidelines and instructions.
• Ensuring the office premises is properly and adequately equipped and furnished.
• Ensuring the filing schedule is adhered to and the Regional Office archive is maintained under lock and in an orderly manner, while ensuring borrowed documents are returned on time.
• Coordinating and ensuring timely and smooth flow of general administration work.
• Maintaining and managing stock and replenishing office supplies, including stationery, kitchen supplies, cleaning materials etc.
• Ensuring office equipments and vehicles have regular maintenance schedules in place and these are adhered to.
• Ensuring timely preparation and coordination of meetings, workshops, seminars and events.
• Ensuring timely preparation and coordination of visitor’s accommodation and travel arrangements.
• Initiating and managing procurement processes in accordance with management decision and SCC procurement guidelines.
• Ensuring assets and any movable items are registered in the asset register.
• Ensuring the asset register is updated regularly to reflect the correct location and condition of assets.
• Ensuring overall vehicle fleet management.
• Providing support to other departments and in situations of additional work load or absence.

2. Property Unit management:

• Ensuring property unit is well maintained, both externally and internally.
• Maintaining contacts with relevant authorities in relation to management of the Property Unit.
• Ensuring the all necessary legal licenses are obtained on time as demanded and required by local authorities, county governments and national Government.

3. Human resources management:

• Ensuring SCC Eastern Africa Personnel Policy is being implemented and is reviewed from time to time; making sure it is in conformity with the Labour Laws of the countries where SCC has employed staff and all SCC employees in the region are familiar with the policy.
• Ensuring all SCC Eastern Africa employees have adequate arrangements and cover for medical aid, pension scheme, Work Injury Benefits (Group Personal Accident) and any other work related insurance cover in place, and travel insurance.
• Identifying, co-coordinating and facilitating staff development needs in collaboration with the Regional Director.
• Ensuring all staff in the region have updated Job profiles including position job descriptions.
• Managing annual leave schedules within SCC by ensuring all staff have leave plans, approving leave applications for employees and ensuring employee go on leave as scheduled, recording of employees’ leave plans and making sure these are properly coordinated.
• Ensuring the personnel records for all employees in SCC Eastern Africa are maintained adequately; including all personnel files which must have the employee’s contact and personal details, CVs, job descriptions, staff employment contracts, leave plans and any relevant documentations.
• Ensuring all staff have standardized employment contracts.

4. Supervision of support staff:

• Supervising support staff; while ensuring team work is promoted and staff are able and willing to assist each other in fulfillment of their duties.
• Monitoring timely realization of stipulated duties.

5. Payroll processing and management:

• Ensuring preparation of the regional payroll and monthly pay-71slips indicating the gross salaries, deductions, claims, any allowance, net pay and leave day accumulation.
• Ensuring remittance of statutory deductions to the relevant authorities in a timely manner.
• Preparing and submitting reconciliation of monthly payroll to Regional Director for authorization.

Qualifications and Experience:

• Bachelor’s degree in commerce, business administration, social sciences or related field.
• MBA or equivalent will be an added advantage
• At least 5 years relevant experience in Office Administration in an International NGO
• Diploma in Management or Human Resource
• Excellent spoken and written and English
• Good Computer Skills in Ms Office (Excel, Word, Outlook, Email, Internet)

Behavioural Competencies:

• Good report writing skills
• Effective leadership and managerial skills.
• Effective communication skills and must be fluent in, oral and written, English and Kiswahili.
• Be a team player and self driven with ability to work with minimal supervision
• Good intercultural orientation (ability to relate and work with people of diverse backgrounds)
• Ability to work in teams and excellent negotiation and networking skills
• Basic financial management skills.

Application letter indicating a brief statement why you qualify for the job should be accompanied with a detailed CV and names of at least three (3) professional referees and daytime telephone contact to reach the address below before the close of business on Friday 18th February 2011.

(Please do not attach certificates and testimonials at this point).

Executive Selection, Strategic Dimensions Limited
Management and Development Consultants
E-mail: info@strategicdl.com

(Only short listed candidates will be contacted)