Administration Officer

We are an NGO that promotes economic empowerment, personal security and health for vulnerable women through prevention strategies. We are continuously conducting groundbreaking research and scale up our interventions and have thus far demonstrated a dramatic decrease in the prevalence of rape in the area we work in.

We are looking for an Administrator responsible for providing a wide range of organizational operational and administrative services and also offer HR support with an aim of meeting organization needs.

In this position, the primary duty will be to support the administrative and HR team ensure daily office tasks are completed seamlessly and in management of all data pertaining to our organization employees.

Location: Nairobi

Terms: Fixed term (1-year contract)

Overview of the Role:

Operational and Administrative Support

Coordinate the logistics of office activities and events, including arranging venues for workshops and meetings.

Manage the availability and ordering of resources such as equipment, stationery, and office supplies.

Assist with adherence to organizational policies and the maintenance of service contracts (e.g., rent, utilities, internet).

Maintain key organizational records, including staff files, official documents, and supplier contracts.

Coordinate office maintenance to ensure facilities are well-kept.

HR Support Functions:

Assist with updating HR databases with information on new hires, terminations, and leave records.

Help in preparing and issuing employment documents such as offer letters and contracts.

Maintain and update personnel files regularly.

Assist with tracking staff attendance and leave balances, coordinating closely with the Finance Manager for payroll processing.

Ensure compliance with HR procedures during employee exit processes.

Financial Administration:

Support financial procurement operations by managing documentation for transactions.

Assist with ensuring compliance with financial regulations and adherence to budgetary constraints.

Preferred Education Background:

A Degree in Business Administration, Management, or any related Social Sciences field

Preferred Work Experience:

Minimum 3-5 years of experience in Admin, and basic finance tasks.

Familiarity with customer service procedures.

A career in non-profit organization will be an asset

Preferred Skill Set:

Ability to effectively use computer software including Microsoft Outlook, Word, Excel and Admin software

Strong organizational, planning, and time management skills.

Excellent communication and interpersonal skills, with the ability to work effectively as part of a team.

Detail-oriented with a data-driven approach to problem-solving.

Ability to plan for and keep track of multiple projects and deadlines.

Act as a reliable and supportive team member

 How to Apply

Interested applicants are encouraged to apply

Cover letters should be addressed to: - The Executive Director, Ujamaa Africa, and P.O Box 18265-00100 Nairobi.

 

Applications should be received before Close of business September 30, 2024. Only short-listed candidates will be contacted. .