Office Administrator at Center for Education and Development 63 views0 applications

Centre for Education and Development (CED) is a non-governmental organization established in 1992 in Mogadishu with invaluable support from the local communities. It is duly registered as Non-Governmental Organization in both Kenya and Somalia. CED was established with the aim of advancement of Education, Humanitarian, Resilience and Developmental programs.

CED works with vulnerable communities in order to eradicate illiteracy, insecurity, and injustice and achieve peace through a programming strategy that focuses on peaceful co-existence, reconciliation and conflict resolution. It has adopted a participatory approach in working with communities, to nurture peaceful co-existence; ownership and sustainability of initiated activities. CED Programmes and Projects are planned and implemented to achieve long lasting change in an environment of reduced hostilities. For the last 20 years, CED has benefited 4.2 million vulnerable people in Lower Shabelle, Middle Shabelle, Benadir, Galgaduud, and Mudug affected by conflict and natural disasters.

CED is seeking a dynamic, innovative and self-motivated professional to fill the position of Nairobi Office Administrator.

Position: Office Administrator **

Location:

Nairobi, Kenya

Application Deadline:

27^thDecember-2016 (Midnight Nairobi, Kenya)

Position Reports To:

Program Director

Languages Required:

Fluency written and spoken English and Kiswahili; knowledge Somali will be added advantage

Starting Date:
(date when the selected candidate is expected to start)

10-Janruary -2017

Duration of Initial Contract:

One yearwith the possibility of extension **

Position Summary

Under the general supervision of the Nairobi Office In-Charge, The incumbent performs and coordinates administrative support functions for CED Nairobi Coordination office. CED is looking to fill the role with an individual who takes a proactive and motivated approach to a variety of daily office tasks.

DUTIES AND RESPONSIBILITIES

Overall the position requires balancing interests in operations, administration and logistics. It is important for the position to be filled with an energetic and result oriented person, who is highly motivated to actively participate in office management. Moreover, CED is looking for a capable person who can prioritise between conflicting prioritizes, work well under tight deadlines.

Executive and Administrative and Logistics Tasks

1. Manages the calendar and arrange appointments for CED Executive Director and Office In-charge, and act as a liaison person for all CED field offices to ensure smooth communications with line manager and EDs.
2. Organizes travel and logistics for the Directors and arranges; coordinates meetings including timely planning and follow-up with minutes from the meetings
3. Maintains daily conversations and checks with all CED staff in the Nairobi and Mogadishu /and other field offices to ensure smooth operations and logistics
4. Arranging for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services to provide effective operations support to the office.
5. Responsible for the Administrative arrangements regarding official travel of CED staff, prepare and monitor travel plan, arranging for security clearances and issue travel authorizations in line with CED rules and regulations confirming accuracy of information for signature of budget holder.
6. Undertake all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required
7. Responsible for keeping stock and issuance of office stationery, equipment accessories and consumables including toner cartridges, and distribution of stationery as per requests. Prepare monthly summary sheet on the balances of the items.
8. Maintains supply inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies.
9. Maintains a clean and well-functioning office space (including responsibility for IT, inventory and supplies)
10. Manages office equipment, e.g. vehicle mileage and maintenance, insurances
11. Supervise and line manages office cleaner in Nairobi office.
12. Assists in the filing, and storage of project documents
13. Ensure that staffs leave forms and time sheets updated and filed properly.
14. Supports all legal matters as needed and requested
15. Oversees petty cash, i.e. pays out cash for office utilities and travel advances.
16. Assists in preparation of local purchase orders.
17. Ensure that all payments are prepared in time and in accordance with CED financial guidelines, with all expenses properly authorized before payment.
18. Ensure that all bills are acquired and presented for payment on time.

Required Skills and Experience

Education and Professional Experience:

1. A Bachelor’s Degree in any business related field with a specialization /bias in Procurement & Logistics, Business administration etc.
2. CIPS qualification and KISM membership will be an added advantage.
3. At least 3 years progressive relevant on job experience, preferably in a busy NGO setting.
4. Previous experience in Office management, storage, inventory management, material handling and distribution of materials.
5. Sound knowledge of handling procedures
6. Knowledge of occupational hazards and safety precautions applicable to offices/ warehouse
7. Sound knowledge of computer and word processing/database management packages
8. Excellent communication skills and able to work with others in a participatory and capacity building manner
9. Should be flexible and work effectively in a fast-paced environment
10. Decisive individual and works well under pressure, particularly when faced with unexpected events or delays

Language:

Fluency in both written and spoken English, Somali and Swahili required

General Skills

1. Resourceful and confidentiality
2. Exceptional communication skills.
3. Excellent negotiation and problem solving skills.
4. Good planning and analytical capacities
5. Ability to work under pressure and extreme time constraints.
6. Excellent communication and supervisory skills.

How to apply:

If you meet the criteria herein please submit your application and detailed CV. Each applicant package will include the following:

1. Cover letter explaining why consider yourself qualified for this position with the applicants current contact information
2. CV including work experience and education
3. Copies of Certificates
4. Your contact number, present salary and contact details for three professional referees with their complete contact information (including current or most recent supervisor)

All applications should be sent to (email: [email protected])

Att: Human Resource Department with the subject of the e-mail marked “Nairobi Office Administrator ” by December 31^th 2016.

Only short-listed candidates will be contacted and invited for interviews.