ADMIN SUPPORT

 

About the job Admin Support

Job Title: Administrative Support Specialist

Location: Nairobi, Kenya

Job Type: Full Time

Job Overview:

We are seeking a highly organized and proactive Administrative Support Specialist to join our team. This role is crucial in ensuring smooth office operations by providing comprehensive administrative support. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

1. Office Management:
   • Manage office supplies inventory and place orders as needed.
   • Ensure the office environment is organized and well-maintained.
   • Coordinate office maintenance and repair requests.
2. Administrative Tasks:
   • Answer and direct phone calls, emails, and other communications.
   • Schedule and coordinate meetings, appointments, and travel arrangements.
   • Prepare and manage documents, reports, and presentations.
3. Data Entry and Records Management:
   • Maintain and update company records, databases, and filing systems.
   • Handle data entry tasks with accuracy and confidentiality.
   • Assist in the preparation and processing of invoices and expense reports.
4. Customer and Client Support:
   • Greet visitors and clients, and provide a positive and professional experience.
   • Handle inquiries and provide information about the company and its services.
   • Assist with onboarding and orientation of new employees.
5. Event Coordination:
   • Organize company events, meetings, and conferences, including logistics and catering.
   • Prepare materials and coordinate schedules for events.
6. Support to Executives and Teams:
   • Provide administrative support to senior management and other team members as needed.
   • Assist with project coordination and tracking progress.
7. Compliance and Confidentiality:
   • Ensure compliance with company policies and procedures.
   • Handle sensitive information with discretion and confidentiality.

Qualifications:

• Education: High school diploma or equivalent; Associates or Bachelors degree in Business Administration or a related field preferred.
• Experience: Minimum of 1 years of experience in an administrative support role.
• Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment (e.g., printers, scanners).
• Organizational Skills: Strong organizational and multitasking abilities.
• Communication Skills: Excellent verbal and written communication skills.
• Attention to Detail: High level of accuracy and attention to detail.
• Interpersonal Skills: Ability to interact professionally with employees, clients, and visitors.
• Problem-Solving: Strong problem-solving skills and the ability to handle unexpected issues efficiently.

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OPERATIONS MANAGER AT BRAC International

BRAC International

Job Location: Africa Regional Office, Kenya

Application deadline: 23rd September 2024

About the Role:

BRAC International (BI) is seeking an Operations Manager in Africa Regional Office, Kenya who is aligned with it’s ethos of working in partnership with communities to create impact for scale. As a key member of the Regional Office - Africa, the Operations Manager will be responsible for overseeing and optimising operations policies & procedures to ensure operational efficiency, including procurement, Information Technology, asset management, safety and security and implementing policies and procedures to enhance overall productivity while maintaining a safe and secure work environment.

Key Responsibilities:

Procurement

• Review, implement and manage end to end procurement processes to ensure all purchases are made in line BRAC procurement policies and guidelines.
• Oversee the pre-qualification and onboarding of vendors, ensure due diligence, adherence to quality standards and cost effectiveness.
• Maintain strong relationship with suppliers and vendors to negotiate contracts, manage performance and ensure service delivery is as per the agreed terms and conditions
• Regularly review and update procurement processes, ensuring compliance with internal controls, policies, and industry best practices.
• Conduct market research to identify new vendors and cost-effective products, and services in areas where BRAC does not have a prequalified list of vendors.
• Provide training to regional office employees on the existing policies and procedures and continuously provide guidance to all employees to ensure compliance to policy and industry best practices.
• Coordinate all Regional Office-related procurement plans and ensure efficient planning and periodic review of the procurement plans,
• From time to time support event management and planning eg workshops including supporting travel management.

Asset Management

• Review and implement asset management procedures to monitor, track and report on the lifecycle of all assets.
• Review and implement inventory management procedures to monitor, track and report on office supplies and stationery
• Coordinate regular audit of assets and ensure accurate asset tagging, documentation and inventory management is in place.
• Manage asset disposal in accordance with organisational policy, donor regulations, and regulatory requirements.
• Implement and maintain asset management systems to provide real-time asset tracking and reporting.

Safety and Security

• In collaboration with the Safety and Security advisor, enforce comprehensive safety and security policies, including workplace safety, emergency preparedness, and response plans for the Africa Regional Office.
• Conduct regular risk assessments and implement measures to mitigate identified risks to employees, visitors, organisation assets, and reputation.
• Monitor compliance with safety regulations and ensure effective safeguarding of premises, staff and assets is maintained.
• Coordinate, report, and manage safety incidents and follow–up actions by ensuring detailed records of incidents are monitored and closed.

IT Support

• In close collaboration with IT support service providers, oversee IT infrastructure management including hardware, software, network and communication systems, to ensure reliability, security and efficiency.
• Coordinate with IT support service provider and internal IT team in ensuring IT system upgrades, troubleshooting and maintenance of IT equipment is done.
• In collaboration with the IT team, implement IT policies related to data security, access controls and back up of employee data is maintained.
• Ensure IT equipment and tools for employees at the Africa Regional office is well maintained
• Coordinate with the IT team to ensure that IT licenses for the Africa Regional Office users are renewed and properly functioning.

Office Management

• Manage all office operations, including facility management, administrative support and Office supply management
• Oversee maintenance and repairs to ensure the office environment is safe, clean and conducive to work in.
• Provide oversight in coordination of meetings, conferences and events including bookings, equipment set up, catering and other arrangements
• Implement cost effective measures for managing utilities, office supplies and other resources.
• Act as primary point of contact for all operations related enquiries and issues from Head Office and Country Offices.
• Ensure that cost allocation of all Operations expenses is allocated periodically to hosted entities in liaison with finance,
• Periodically, engage all hosted entities to gather feedback on support areas.

Staff Supervision

• Lead and manage the operations team, providing clear direction, guidance and performance expectations
• Foster a positive work environment that encourages teamwork, collaboration and professional expectations
• Conduct regular performance reviews, provide constructive feedback and support team members to build capacity and skills
• Develop staffing plans for operations team, participate in hiring processes, onboarding of new employees and ensure adequate coverage while on leave
• Promote OneBRAC culture and continuous improvement in operational processes.

Safeguarding

• Read, understand, practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Employment type: Contractual

Salary: Negotiable

Job Location: BRAC - Africa Regional Office Nairobi, Kenya

External candidates: send a cover letter and your updated resume in one PDF file mentioning the position name in the subject line to recruitment.bi@brac.net.

Internal candidates are recommended to apply with their latest Resume including all job assignments in detail and a cover letter mentioning core competence and career aspiration with BRAC PIN and email to internal.bi@brac.net copying their immediate reporting manager.

This is a national position, and only Kenyan nationals are encouraged to apply.

Applications received in the prescribed format will be accepted and short-listed candidates will be contacted.

Application deadline: 23rd September 2024

BRAC is committed to safeguarding children, young people and adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment policy and procedure include extensive background checks and disclosure of criminal records in order to ensure safeguarding to the fullest extent. “BRAC International is an equal opportunities employer”