Cluster Office Administrator

DUTIES AND RESPONSIBILITIES:

Procurement Responsibilities 

• Responsible for procurement matters within the assigned office cluster collaborating closely with the Procurement and Logistics Manager
• Maintain supplier’s database, contracts, contacts at the Cluster Office Level
• Assist the Head Office procurement team during prequalification of service providers.
• Occasionally review procurement opportunities available at the Cluster level and advice the Procurement and Logistics Manager to ensure value for money.
• Assist in compiling bid analysis for the procurement committee.
• Responsible for submission of procurement documents for payment from the Cluster Office.
• Maintain records and file Requisition and Local Purchase Order.

Administration Responsibilities 

• Responsible for the safety, look and feel of the office including office maintenance/repairs.
• Manages all office supplies and stationery at the Cluster Office.
• Manages all front office services at the Cluster Office.
• Assign/allocate office sitting and working spaces to staff at Cluster Office.
• Responsible for allocation of vehicles to program teams for field travel and follow ups.
• Manages all logistics for the programs including drivers’ schedules, vehicle repairs and services
• Maintain car fuel logs, maintenance and service schedules for all vehicles and motorbikes for the Cluster Office.
• Responsible for ensuring that BOMA cars allocated at the Cluster Office are parked by stipulated time.
• Ensure safety and security of BOMA assets in the Cluster Office and the field.
• Manages and controls petty cash at the Cluster Office.
• Responsible for cash reconciliation and replenishment at the Cluster Office.
• Support budgeting procedures at the Cluster office level.
• Organize travel arrangements for staff within the Cluster office and visiting teams by making necessary bookings.
• Receive and review payment documents submitted at the Cluster office for transmission to Head Office for payment.

​​​​​​​People (HR) Responsibilities

• Responsible for regularly processing of leave applications and updating the leave register for your Cluster office and forwarding the same to the People and Culture Manager for filing
• Receives documentation for new staff/joiners in your Cluster office and ensure it is processed within the set timelines. The same documentation to be sent to the People Operations Assistant.
• Ensure the new staff in your office are onboarded properly by ensuring the staff are properly set up in terms of work tools, e-mails etc.
• Maintaining and updating employee records on soft copies for the staff in your cluster office while maintaining an accurate and updated employee register.
• Support in conducting exit interviews when called upon and assist in managing the exit process/offboarding including employee clearance.
• Assists in the overall recruitment process as guided by the People Operations Coordinator e.g. contacting candidates when recruiting staff at the Cluster office.
• Assists in the co-ordination of staff welfare initiatives e.g. staff trainings in the Cluster office 
•  Be the first point of contact when solving employee grievances at the Cluster office.
• Conduct performance reviews for your direct reports as per the performance review calendar.
• Identify development and training needs of your direct reports and provide recommendations to the relevant parties.

Requirements

QUALIFICATIONS:

• At least a Bachelor’s degree in International Development, Business Administration/Management or a related field required from a recognized institution. 
• Minimum at least three (3) years in administration experience in a busy organization in Northern Kenya preferably Turkana.
• Excellence interpersonal, oral and written communication and negotiation skills, including expert command of English grammar and AP style.
• Strong planning and organizational skills.
• Excellent computer skills in Word, Excel, PowerPoint, internet, remote conferencing applications.