Administrative Officer at International Fertilizer Development Center (IFDC)

Responsibilities

Main duties are:

Administrative and Facilities:

•  Serve as the first point of contact for the IFDC office. Oversee guests, manage and direct office mailing and communication.
•  Ensure routine maintenance of the office facility and ensure the office meets the required security and health standards.
•  Plan and execute regular and emerging office meetings and events.
•  Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)
•  Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.
•  Support in the onboarding process for new admin staff
•  Responsible for arranging and coordinating in-house and off-site conferences, retreats, and other official staff events.
•  Support the Country Director in the coordination of staff meetings.
•  Maintain regular and timely communication with global teams on country administrative and operational matters.
•  Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras, etc) and ensure they are in good functioning condition.
•  Coordinating the office administrative errands.
•  Responsible for receiving all goods procured in the country and ensuring procured goods meet all specifications by the requester.
•  Control and manage IFDC equipment, (disposal, inventory, and the management of IFDC fleet of vehicles)
•  Oversee the administration and management of service provider contracts and management of office supplies.
•  Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel:

•  Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, and purchase flight tickets, for project staff on official trips and project activities.
•  Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)
•  Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires, etc.
•  Contribute to the ongoing improvement of travel policy and processes.
•  Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agents and employees.
•  Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance and Registration:

•  Ensure the IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits, and the government.
•  Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep a record of staff visa and work permit timelines and renewal dates.
•  Provide periodic administration reports or as per the need to the Country Director; and
•  Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:

• Ensure that the office is stocked with necessary supplies and that all equipment is working and properly maintained
• Supervise all the IFDC Drivers and Administration Assistants (if any)
• Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.
•  Schedules appointments and meetings for the Country Director.
• In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to the purchase of equipment and services, organization of travels, and logistics for project activities.
• Provide support to the Country Director on all other administrative issues (schedule appointments and meetings).

Reporting and Work Relationships

• The Administrative office position reports to the Country Director IFDC Kenya Office, his/her designee

Required Skills

• Ability to work independently under pressure and meet tight deadlines.
• Ability to work in a multidisciplinary and international environment.
• Strong interpersonal skills, team player with the ability to maintain effective work relationships.
• Previous experience as an Administrative Officer or any relevant experience.
• Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
• Ability to assess priorities and work on own initiative.
• Great organizational skills and attention to detail in the operationalization of administrative tasks.
• Good communication and interpersonal skills.
• Strong sense of integrity and personal commitment to the achievement of goals.
• Good teamwork skills

Required Experience

• A Master’s degree in business administration, Business Management, Administration, supply chain management, or any other related field and a flair for detail.
• A certification in office administration is a plus.
• Over 7 years of practical experience in office management or similar posts in the NGO sector.
• Strong computer skills with experience in MS Office software, communication tools (e.g. teams, zoom), and the Internet.
• Proficiency in English, both in verbal and written communication.
• Ability to communicate in French, as a second language, would be a definite advantage