Admin Officer

About Orchid Project

Orchid Project has a vision of a world free from female genital mutilation/cutting (FGM/C). Our mission is to foster and accelerate the abandonment of FGC around the world. We are a UK-registered charity, with a global reach.

Female genital mutilation/cutting (FGM/C) is the forcible removal of a girl’s external genitals. At least 4.1 million girls are at risk of being cut each year. Over 200 million women are living with the devastating impacts of FGC worldwide. In half the countries that practice FGC, many girls are cut before they are 5 years old. FGC contravenes human, health, child, and women’s rights. FGC serves no medical purpose, is not required by any religion, and can lead to severe negative physical and psychological impacts.

Orchid Project advocates for increased resourcing and prioritization of the issue globally supports and develops partners who are working for a sustained end to FGC in practising countries and communicates the importance and urgent need for the practice to end.

Orchid Project is a small but growing charity and has offices in London UK and Nairobi Kenya. We are currently a team of 9 staff in the UK, either Full-time or Part-time. The Chief Executive Officer (CEO), Programmes Manager, Advocacy Manager, and Advocacy Officer are based in Kenya. 2-3 further staff will be hired for the Kenya Office. The Head of Development, Fundraising Manager, Head of Advocacy, Communications Manager, Research Consultants, and the Finance Team of three are based in the UK. Orchid Project has a Board of Trustees with 10 members. For additional detail on Orchid Project including financial information please visit our website: www.orchidproject.org

You will bring enthusiasm and strong administrative skills to a growing organisation that is promoting social change and having a real impact on the world. You love organising things and people and take pride in your work and critical support role. You are comfortable handling proactive and reactive tasks and calm and confident when juggling many balls and working to tight deadlines. You have a high standard of quality in your work and bring a flexible and positive attitude to any team.

• Part-Time: 3 days a week

  
  

About Orchid Project

Orchid Project has a vision of a world free from female genital mutilation/cutting (FGM/C). Our mission is to foster and accelerate the abandonment of FGC around the world. We are a UK-registered charity, with a global reach.

Female genital mutilation/cutting (FGM/C) is the forcible removal of a girl’s external genitals. At least 4.1 million girls are at risk of being cut each year. Over 200 million women are living with the devastating impacts of FGC worldwide. In half the countries that practice FGC, many girls are cut before they are 5 years old. FGC contravenes human, health, child, and women’s rights. FGC serves no medical purpose, is not required by any religion, and can lead to severe negative physical and psychological impacts.

Orchid Project advocates for increased resourcing and prioritization of the issue globally supports and develops partners who are working for a sustained end to FGC in practising countries and communicates the importance and urgent need for the practice to end.

Orchid Project is a small but growing charity and has offices in London UK and Nairobi Kenya. We are currently a team of 9 staff in the UK, either Full-time or Part-time. The Chief Executive Officer (CEO), Programmes Manager, Advocacy Manager, and Advocacy Officer are based in Kenya. 2-3 further staff will be hired for the Kenya Office. The Head of Development, Fundraising Manager, Head of Advocacy, Communications Manager, Research Consultants, and the Finance Team of three are based in the UK. Orchid Project has a Board of Trustees with 10 members. For additional detail on Orchid Project including financial information please visit our website: www.orchidproject.org

You will bring enthusiasm and strong administrative skills to a growing organisation that is promoting social change and having a real impact on the world. You love organising things and people and take pride in your work and critical support role. You are comfortable handling proactive and reactive tasks and calm and confident when juggling many balls and working to tight deadlines. You have a high standard of quality in your work and bring a flexible and positive attitude to any team.

• Part-Time: 3 days a week

  
  

Key responsibilities of the role:

To provide, administrative, operational and basic financial support to the Orchid Project team in Kenya, the Admin Officer (AO) will undertake a variety of tasks including:

Office Administrative Support

• Supporting the daily operational requirements of Orchid Project Office Kenya
  

• Providing general in-office support e.g. organisation of office environment, filing, printing documents for meetings, problem-solving to ensure a smooth and well-run office
  

• Organize conference calls and meeting room bookings and follow up on attendance confirmations.
  

• Ensure knowledge of staff movements in and out of the organisation
  

• Provide minute-taking and administrative support for Orchid Project Kenya team meetings and help ensure actions are followed up. Circulate and file minutes/actions for meetings.
  

• Acting as liaison with property management, utilities, maintenance
  

• Ensuring electronic and paper-based filing systems are kept up to date and that all necessary documentation is filed as per protocol.
  

• Prepare and process transactional documents for payment purposes in line with Orchid Project Kenya policies and procedures.
  

• Working with external providers to ensure that the team has functioning office equipment, tech support, and office supplies.
  

• Coordinate any other necessary administrative and office management details, including the premises’ maintenance.
  

Finance

• Setting up payments to vendors, international partners, and associates
  

• Processing incoming donations and making bank deposits
  

• Organising all invoices and receipts, and providing ongoing support, for the external bookkeeper
  

• Making purchases on behalf of the organisation with the Line Manager’s approval
  

• Completing expense reports for staff travel
  

• Handling office petty cash.
  

Human Resource support

• Providing support to the human resource team on staff recruiting, annual/sick leave monitoring
  

• Advertising vacancies on charitable, NFO websites and other Platforms, as necessary
  

• Collecting and sorting applications
  

• Arranging interviews following Orchid Procedure and Policy
  

• Participate in creating updates to the employee handbook and HR policies concerning Kenya Office
  

Logistical and Team support

• Provide logistics & travel requests for Board Members, National & international staff & consultants coming to Kenya with close coordination with the CEO.
  

• Maintain and coordinate with colleagues the overall programme travel schedule.
  

• Responsible for logistical planning and coordination for programme retreats and conferences, liaising with the CEO.
  

• Communicating effectively with donors, board members, and the general public as needed
  

• Support National & international staff and consultants with flight bookings, ground travel & airport transfers.
  

• Provide logistics support to project meetings, both on and off-site
  

• Identify and book suitable accommodation for National & International staff and consultants in line with programme budgets and security plans.
  

• Supporting the team with administrative expertise on a wide variety of projects in Kenya
  

• Maintaining effective working relationships with all Orchid Project stakeholders, especially local
  

• Any other reasonable tasks falling within remit and skillset.
  

Person specification Essential

• Exceptional organisational skills and attention to detail
  

• Financial skills – experience providing broad support for the finance team in London but limited to Kenya transactions.
  

• Experience in office management and administration, particularly in a small organisation
  

• Broad background across administrative functions of an organisation
  

• Good customer service manners and relationship-building skills
  

• Good IT problem-solving skills – able to keep an office running and able to seek tech assistance as needed
  

• Excited to work in a small growing charity, where everyone wears many hats, and every day is different
  

• Experience managing logistical details – for events, staff travel and calendars
  

• Experience working online, with full MS Office applications
  

• Strong communicator, both written and oral
  

• Able to work on own initiative, with flexibility and as part of a team
  

• Sometimes willing to work outside office hours/at weekends (rare)
  

• Passionate about the human rights of women and girls
  

Educational achievements, Qualifications, Training and Knowledge

• A Bachelor's degree from a recognized university
  

Desirable

• Specific experience with Xero, the financial software
  

• Events support background
  

• International and/or cross-cultural experience
  

Key relationships

• Managed by the CEO
  

• Head of Finance and Finance Manager in the UK
  

• The AO will support the success of the entire Orchid Project team and will work with all members of staff.