Office Administrator at Options Consultancy Services Limited

Responsibilities for the Office Administrator Job

The Finance & Administration Officer will be responsible all administrative tasks in the Nairobi office, including:

• Acquisition of capital items
• Best management practices for asset management and procurement procedures
• Setting up, oversight and management of general maintenance and service contracts
• Work with the Options’ Kenya finance team to coordinate HR issues
• Oversee financial management and reporting of the office
• Co-ordinate the reception, post and telephone services for the small office
• Ad hoc support to the MANI programme under the guidance of the MANI finance team.
• They will also provide support to CICF technical team to:
• Ensure systems and processes are in place for effective quality assurance of the programme
• Support the organisation of meetings, note taking and sharing of outcomes
• Ensure robust administration systems are established and maintained for the office.
• Arrange for necessary permits, visas and travel for staff and consultants
• Arrange travel logistics for the project, organising flights and hotels for consultants and project staff where necessary.
• Organise all aspects of events such as project workshops, including any room hire, accommodation, travel, per diem and lunches required.
• Troubleshoot key operational issue with guidance from programme management
• Format and edit reports
• Any other duties which may be delegated by the Technical Fund Manager which is commensurate with the nature and level of the post

Office Admin Job Qualifications

• Bachelor of Business Management (or a diploma with increased experience, see below)
• Minimum of 2 years of experience in a similar role (or a diploma in Business Administration and 4 years of experience)
• Demonstrated strong administrative skills
• Experience in procurement according to best practice guidelines
• High level IT proficiency in Microsoft Office applications especially with advanced Excel skills.
• Knowledge and proficiency in accounting software packages e.g. Quickbooks, Peachtree
• Self-starter, who can work independently and as part of a team
• Effective inter-personal skills
• Excellent written and oral communication skills
• Previous experience with international donors such as the UK Department for International Development (DfID)
• Fluency in English and Swahili