Office Administration Officer
Mercy Corps exists to help people build secure, productive and just communities.
Mercy Corps is looking for committed and dynamic individuals to take up the following positions.
Office Administration Officer
Nairobi
Program / Department Summary:
The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily administration, logistics, procurement, asset management and IT for the national and field offices Kenya.
The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions to Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.
Essential Job Functions:
Overall responsible for office administration in Nairobi in compliance with Office in a Box and in-country policies
General
- Direct supervision of Administrative Assistant and oversight for international and domestics travel and hotel bookings/reservations. Supervision of office cleaner and performance development plans for all staff under supervision.
- Act as the in-charge of administration in the Nairobi office including coordination of routine staff meetings, and sometimes representation at local government offices as advised by management.
- Monitor and control Nairobi administrative/office expenses and budget
- Collate office-specific updates for routine meetings.
Administration:
- Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
- Ensures Mercy Corps office and compound are well maintained and suitable for working and living.
- Identify and ensure the provision of necessary training and guidance for administrative national staff.
- Oversee record room and paper file management for administration
- Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required.
- Coordination of visa & work permits for expatriate staff and visitors.
- Coordinating lease agreements, timely payments of leases and utilities for properties.
- Allocation of MC owned mobile phones and data modems including on time bill settlements and collection of reimbursements from staff for personal usage
- Coordinating stationary and office supplies.
- General office maintenance including safety & security.
- Making arrangements for meetings & workshops in coordination with organizers.
- Administration and track lease, preferred supplier agreements, other service contracts in administration.
- Maintain general inventory for Nairobi office and expatriate houses.
- Act as focal point for MC Kenya legal counselors and maintain legal registry.
- Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Kenya law and Mercy Corps/donor policies.
- Travel / Accommodation (in coordination with Admin Assistant)
- Accommodation arrangements for national staff and international visitors
- Oversee international and domestic flight reservation in coordination with Admin Assistant (this require the compliance of US Flag Carriers)
- Performance monitoring of preferred hotels and travel agents in Nairobi
- Monitoring of hotel and travel agent payments
Supervisory Responsibility: Administrative Staff in Nairobi Country Office
Reports Directly To: Acting Operations Manager
Works Directly With: Operations, HR and Finance Teams.
Knowledge and Experience:
- BA/BS degree in a relevant field
- Minimum of 3-5 years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting
- Experience in setting up and managing administration and logistics management systems
- Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies
- Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff
- Demonstrated attention to detail, ability to follow procedures and meet deadlines
- Demonstrated ability to live, work and solve problems independently and effectively in a multi-cultural setting.
- Demonstrated ability to effectively manage multiple teams in different locations in a high pressure environment
- Strong computer skills in Microsoft Office applications required
- Excellent verbal and written English communication skills required; good knowledge of Swahili and other local languages desirable.
Success Factors:
- Flexibility and creativity in planning and problem solving
- Ability to take initiative, learn quickly and be accountable for results
- Ability to understand the larger picture while remaining focused on the details
- Awareness of and sensitivity to multi-cultural international development work
- Even temperament and a good sense of humor
- Security awareness
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting.
Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Interested candidates who meet the above required qualifications and experience should submit on or before September 10, 2013 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 “Human Resources 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)
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