NGO Administration Officer Job in Kenya

CARE International in Kenya is looking for an experienced and highly motivated individual who is result-oriented to fill the following position:

Administration Officer 

Ref: AO/5/2012

Based in Nairobi

Reporting to the Administration Coordinator, the Administration officer will play a supervisory role in maintaining the Head Office in a pristine condition, ensuring all legal and administrative requirements involving CARE vehicles, CARE owned or rented premises are met and on time. 

The incumbent will perform other tasks and assignments as and when required, which are consistent with his/her level in the organization.

Job Title: Administration Officer
 

Department / Project: General Administration
 

Supervisor: Administration Coordinator
 

Location/Duty Station: Nairobi
 

Grade: E

Job Summary & Purpose:
 

Reporting to the Administration Coordinator, the Administration officer will have the responsibility of ensuring that all legal and administrative requirements involving CARE vehicles, CARE owned or rented premises are met and on time. 

He / she will further play a supervisory role in maintaining the CO office in a pristine condition. 

The AO will also play a lead role in ensuring that the DA1 forms are submitted on time and filed appropriately
 

Tasks and responsibilities.
 

R 1: 

•  Implement vehicle polices and procedures for the head office. Ensure the following:
• Maintain annual head office vehicle insurance, licensing and city parking.
• Disburse head office fuel cards as required and per policy. After the vehicle is fueled, reconcile petrol station invoices and ensure that payments are accurate and timely.
• Prepare the head office vehicles and Fuel Efficiency Reports.

R 2:

• Assist the Administration Coordinator in locating offices and residences in Nairobi.
• Maintain a complete list of all residence and office lease agreements, including head office and sub-offices.
• Assist the Administration Coordinator in managing the head office, residences and compounds, including utility, maintenance, security and repairs issues.
• The information should be updated monthly in the Lease Agreement Status Report

R3:

• Manage head office and residence maintenance, repair and utility payments.
• Also, liaise with landlords on maintenance and repair issues

R4: Responsible for implementing the Annual Performance Appraisal (APA) process for self and subordinate staff inclusive of job descriptions, Individual Operating Plans (IOP), bi-annual review and annual appraisal.
 

R5: Supervise the head office Receptionist and Office Assistants and the Head driver/Mechanic.
 

R6: Follow up on DA1 forms for the programs that are tax exempt and prepare reports subsequent reports.
 

R7: Perform other tasks and assignments as and when required which are consistent with your level in the organization.
 

Authority: To his/her supervisees
 

Contacts / Key Relationships (internal & external): Both internal and external
 

Working Conditions: Based in Nairobi
 

Qualifications:
 

Education: Diploma in Business Administration Management
 

Experience: 5 years
 

Certificate: Noted above
 

Competencies: Computer Literacy in MS Office application

Applications

If you feel you are the right candidate for this advertised position, kindly send your application indicating the reference number and title of the position applied for along with an up-to-date CV with telephone contacts of three professional referees to: 

The Human Resources & Development Manager, 

CARE International In Kenya, 

Email: vacancies@care.or.ke 

so as to be received not later than 11th May, 2012. 

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. 

(Application, interview, meeting, processing, training or any other fees).