Administrative Officer

Required Languages - Excellent written and verbal English

Travel - Must be willing and able to travel up to 10% to field office locations.

Knowledge, Skills and Abilities

• Very good planning, organizational and time management skills
  
• Ability to make sound judgment and good decisions
  
• Strong customer service orientation with very good communication and interpersonal skills
  
• Ethical conduct and ability to maintain confidentiality
  
• Proactive, resourceful, solutions-oriented and results-oriented
  

Front Office and Financial Administration:

• Coordinate and oversee Nairobi front office operations, ensuring a professional, welcoming, and well-organized reception environment for staff, partners, and visitors.
  
• Provide responsive and professional visitor support by managing inquiries and directing them appropriately, enhancing organizational reputation and service delivery.
  
• Prepare, review, and track payment schedules for office utilities and service providers (including telecommunications, courier, and transport vendors), ensuring accuracy and timely submission to Finance.
  
• Validate payment documentation, follow up on pending payments, and maintain accurate records to support financial accountability.
  

Administrative Operations & Service Delivery:

• Support planning, coordination, and monitoring of administrative functions to ensure efficient, cost-effective, and high-quality service delivery in line with agency standards.
  
• Maintain and strengthen administrative systems, processes, and documentation to ensure compliance with CRS policies, donor requirements, and local regulations.
  
• Manage office supplies and inventory control systems, ensuring optimal stock levels.
  
• Supervise and coordinate outsourced service providers (cleaning, sanitary services) to ensure compliance with service level agreements.
  
• Liaise with facilities management on office maintenance, repairs, and safety compliance to ensure a secure and functional working environment.
  
• Coordinate issuance and tracking of staff voice and data SIM cards, ensuring proper documentation and accountability.
  
• Manage incoming and outgoing mail and courier services, maintaining detailed tracking logs.
  
• Ensure proper filing and record management of administrative documentation for easy retrieval and audit readiness.
  
• Support onboarding processes for new staff.
  

Travel, Logistics & Visitor Support:

• Provide comprehensive travel and logistics coordination, including flight bookings, accommodation arrangements, transport scheduling, and travel documentation guidance.
  
• Serve as a key focal point for Kenya, regional and HQ visitors, coordinating accommodation, airport transfers, telecommunications, and in-country logistics in collaboration with the Procurement team.
  
• Support organization of workshops, meetings, conferences, and retreats by coordinating venues, participant lists, transport, and materials.
  
• On request, support the coordination of medical evacuations to Nairobi, working closely with the Health/Safety/Security Unit.
  
• Maintain and regularly update the Kenya Visitor Briefing Book; facilitate orientation for new regional staff and long‑term visitors on relevant policies and procedures.
  

Stakeholder & External Relations:

• Maintain effective working relationships with government offices, regulatory authorities, service providers, travel agents, hotels, and external partners to ensure smooth administrative operations.
  
• Monitor compliance requirements and ensure relevant licenses, permits, and documentation remain valid and up to date.
  

Procurement & Supply Chain Administrative Support:

• Review and verify Request for Goods and Services (RFGS) submissions for completeness and accuracy before raising requisitions in the system.
  
• Guide staff on proper documentation and compliance requirements to strengthen procurement efficiency and accountability.
  
• Support processing of duty exemption documentation and DA1 certificates through the KenTrade Portal, maintaining accurate tracking records.
  
• Assist the procurement team with duty exemption applications for imports and coordinate the preparation of export or clearance documents with clearing agents.
  
• Prepare Customs DA1 documents for goods in bonded warehouses, monitor approvals from KRA Customs, and communicate updates to vendors and clearing agents.
  
• Backstop Supply Chain functions by receipting goods and services in Insight upon confirmation of deliverables and milestones.