Administration Manager, Operations

What will you need:

• Education: You have a completed a bachelor's degree in Business Administration, Arts, Finance or a related field
  
• Experience: You have 6+ years of full-time relevant work experience
  
• Experience in basic procurement processes and requirements, preferably in an international NGO
  
• Experience managing travel and immigration for events, including booking hotels and processing work permits
  
• Experience in office management
  
• Experience organizing international events and workshops will be an added advantage
  
• Proficient in Microsoft Office (Word, Excel, Access, PowerPoint)
  
• Languages: You are proficient in written and spoken English
  
• Requirements: Existing work authorization is required where this position will be based. WRI is unable to authorize visa work authorization 
  

What will you need:

• Education: You have a completed a bachelor's degree in Business Administration, Arts, Finance or a related field
  
• Experience: You have 6+ years of full-time relevant work experience
  
• Experience in basic procurement processes and requirements, preferably in an international NGO
  
• Experience managing travel and immigration for events, including booking hotels and processing work permits
  
• Experience in office management
  
• Experience organizing international events and workshops will be an added advantage
  
• Proficient in Microsoft Office (Word, Excel, Access, PowerPoint)
  
• Languages: You are proficient in written and spoken English
  
• Requirements: Existing work authorization is required where this position will be based. WRI is unable to authorize visa work authorization 
  

Administration (55% time):

• Provide support on various administrative issues to ensure efficient and effective running of day-to-day operations of the Nairobi Office
  
• Develop and maintain the SOPs of the various administration processes and ensure seamless execution of office operating procedures
  
• Support WRI staff visiting from different locations with their accommodation, travel arrangements, and workspace
  
• Actively lead the planning and execution of events in coordination with the office assistant
  
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
  
• Manage office supplies and ensure efficient usage
  
• Manage staff, such as an Administration Assistant and cleaning crew
  

Logistics and Procurement (30% time): 

• Maintain a robust and updated asset management register for all company assets (for example, furniture, computer, laptops)
  
• Maintain accurate logistics records and provide regular reports to relevant team members
  
• Plan and implement logistics in a way that maximizes effective use of resources
  
• Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
  
• Coordinate with the Finance Manager on procurement of capital equipment, goods and services
  
• Maintain and update supplier information on the database
  
• Maintain good supplier relations and assist with contracting
  

Travel and Immigration (15% time):

• Provide support in processing work permit for international staff and maintain accurate data
  
• Facilitate the management and administration of schedules and logistics for all visitors
  
• Manage visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).