Administration Officer, Kenya Regional Office

Key Duties and Responsibilities

. Office Administration & Business Support

• Manage the day-to-day administrative operations of the Regional Office and ensure the office operates efficiently, professionally and in accordance with AFC standards.
  
• Manage the front-office function and ensure clients, government officials, partners, AFC staff and other visitors are appropriately received and supported.
  
• Coordinate meeting rooms, correspondence, office access, supplies, records and other administrative requirements.
  
• Coordinate the management and maintenance of office premises, furniture, equipment, utilities and other facilities.
  
• Liaise with landlords, property managers, maintenance providers and other facilities-related service providers.
  
• Maintain appropriate office asset, equipment and administrative records.
  
• Provide administrative and logistical support to the Director and Head of Regional Office, visiting executives and AFC staff.
  

2. Institutional, Regulatory & Government Administration

• Serve as the Regional Office administrative focal point for registrations, approvals, permits, notifications, exemptions and other requirements necessary for AFC’s continuing operations in Kenya.
  
• Maintain an up-to-date register and calendar of institutional, regulatory and administrative requirements, including filing, expiry and renewal dates.
  
• Coordinate with Legal and other relevant AFC functions on administrative matters arising from AFC’s Host Country Agreement, privileges and immunities and related government requirements.
  
• Coordinate submissions and administrative follow-up with the Ministry of Foreign and Diaspora Affairs, Directorate of Immigration Services, Kenya Revenue Authority, Nairobi County Government and other relevant authorities.
  
• Coordinate applicable operating permits, exemptions, registrations, insurance and other administrative requirements.
  
• Maintain secure and complete records of institutional and regulatory documentation and promptly escalate matters requiring specialist legal, tax or regulatory interpretation.
  

3. Human Resources, Immigration & Privileges Coordination

• Serve as the Regional Office’s principal administrative liaison with AFC’s Human Resources function.
  
• Coordinate onboarding, offboarding, relocation and settling-in arrangements for staff assigned to Nairobi.
  
• Coordinate immigration and residency requirements for international staff and eligible dependants, including applications and renewals for relevant permits, passes and visas.
  
• Coordinate applicable KRA and other statutory administrative processes in conjunction with Human Resources, Finance, Tax and Legal.
  
• Liaise with approved immigration, relocation, protocol, customs and consular service providers as required.
  

4. Vendors, Assets, Travel & Logistics

• Coordinate the engagement and day-to-day management of approved vendors and outsourced service providers.
  
• Maintain appropriate records of vendors, contracts, agreed service standards, renewal dates and key contacts.
  
• Coordinate business travel, accommodation, airport transfers, local transportation, protocol and other logistical arrangements for Regional Office staff and AFC personnel visiting Kenya.
  
• Maintain appropriate records and support documentation relating to travel, transportation, hospitality, vendors and office assets.
  

5. Administrative Controls, Reporting & Head Office Coordination

• Support preparation and monitoring of the Regional Office administrative and operating budget.
  
• Maintain trackers covering institutional registrations, immigration requirements, contracts, insurance policies, assets and recurring administrative obligations.
  
• Maintain effective working relationships with Human Resources, Legal, Finance, Tax, Administration, Procurement, ICT, Corporate Communications, Security and other relevant Head Office functions.
  
• Identify opportunities to improve efficiency, service quality and cost effectiveness across Regional Office operations.
  

• Perform other duties as may be assigned by the Director and Head of the Kenya Regional Office.
  

Competency & Skill Requirements

Experience & Skills

• Strong organizational, planning and administrative-management skills with the ability to manage multiple priorities and deadlines.
  
• Excellent interpersonal and stakeholder-management skills, including interaction with senior executives, government officials and external service providers.
  
• Strong service orientation, problem-solving ability and attention to detail.
  
• Good understanding of administrative controls, procurement processes, invoice administration and budget monitoring.
  
• Excellent written and verbal communication skills.
  
• Ability to operate effectively within a lean team, exercise sound judgement and take ownership with limited supervision.
  
• Knowledge and experience of the Nairobi corporate, government and institutional environment would be advantageous.
  
• Fluency in written and spoken English is mandatory.
  

Key Performance Indicator

• Effective and uninterrupted operation of the Kenya Regional Office.
  
• Maintenance of required registrations, permits, exemptions, insurance and institutional documentation in good standing.
  
• Accuracy and completeness of institutional, staff, asset and administrative records.
  
• Quality and responsiveness of administrative, travel, protocol and visitor-support services.
  
• Effective vendor and outsourced service-provider performance.
  
• Administrative expenditure maintained within approved budgets and AFC policies.
  
• Successful logistical delivery of meetings, official visits and Regional Office events.
  

Minimum Qualifications & Other Requirements

Education

• First Degree in Business Administration, Management, Human Resources, International Relations, Public Administration, Law or a related discipline.
  
• Experience within an international organisation, development finance institution, diplomatic mission, multinational organisation, financial institution or professional-services environment would be advantageous.
  

Experience

• Minimum of 3 to 4 years of progressive relevant experience in administration, office operations, human resources coordination, institutional administration, executive support or a related function.
  

Others

• Position is Nairobi, Kenya based.
  
• The role requires interaction with Kenyan government agencies, protocol officials and external service providers.