Site Office Administrator

Main Purpose of Role

• The Site Office Administrator is responsible for ensuring the efficient and professional operation of the Menengai Site Office and providing administrative, logistical, and facilities support to the Globeleq O&M Team during mobilisation and operational and maintenance phase of the power plant.

Key Result Areas

Office and Facilities Management

• Receive, register, and manage visitors to the Menengai site office.
• Support procurement activities including vendor sourcing and administrative coordination.
• Manage procurement and inventory of office, kitchen, and consumable supplies.
• Ensure compliance with applicable Health & Safety regulations, permits, and site procedures.
• Prepare meeting rooms and ensure proper setup and clearance after meetings.
• Coordinate collection and delivery of site office documents and materials.
• Maintain site office security in accordance with established procedures.
• Liaise with external service providers to ensure:
• ICT systems function effectively.
• Cleaning and housekeeping services meet required standards.
• Coordinate travel arrangements for the O&M team as required.
• Supervise and manage office drivers.
• Manage and maintain Globeleq-provided vehicles, including:
• Ensuring availability during mobilisation and operations.
• Monitoring servicing, maintenance schedules, and fuel usage.
• Maintain site service buildings and offices and arrange necessary repairs and maintenance.
• Develop and continuously improve administrative processes supporting efficient office operations.
• Manage invoicing related to site office operations and monitor budget expenditures.
• Provide administrative support to the Plant Management Team.
• Ensure offices, workshops, and administrative areas are adequately furnished and equipped.
• Maintain reliable internet and telephone communication systems.
• Coordinate catering services for the Globeleq O&M team during mobilisation and operational periods.
• Maintain organized filing systems for all incoming and outgoing site correspondence.
• Coordinate transportation of employees between Nakuru town and the Menengai site during normal working hours using owner-provided vehicles.
• Facilitate transportation arrangements for Globeleq employees during operations.
• Provide sundry administrative services as required under the O&M Contract.
• Implement and maintain housekeeping and cleanliness programs for administrative buildings, offices, and the control room.

 General

• Schedule and coordinate meetings and appointments with internal and external stakeholders.
• Coordinate administrative activities with the Nairobi Office Administrator.
• Provide general administrative and coordination support to the Globeleq Kenya team as required.

Qualification:

• Bachelor’s degree in Business Administration, Management, or a related field (or equivalent qualification).

Experience:

• Minimum of five (5) years’ relevant professional experience, preferably in a heavy industrial, construction, or power plant environment.
• Proven experience as a Site Office Administrator or in a similar administrative role.

Technical Competencies

• Knowledge of Health & Safety requirements in industrial, construction, or field environments is an advantage.
• Experience with ERP or CMMS systems (SAP preferred).
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Experience managing office vendors and service providers.
• Strong administrative coordination and reporting capability.

Behavioural Competencies

• Highly organized and results oriented.
• Strong attention to detail with the ability to work independently.
• Excellent time management and prioritisation skills.
• Strong interpersonal and communication skills.
• Collaborative and supportive team player.
• Ability to work effectively within a small multidisciplinary team.
• Fluent in written and spoken English.
• Proactive and adaptable with a service-oriented mindset.