Administrative Coordinator Job in Kenya

Job Title: Administrative Coordinator

Hiring Organization: Conservation International
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 08/01/2024

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

Position Summary

CI is seeking a detail-oriented Administrative Coordinator to join our team and take charge of office administrative tasks while providing essential support in procurement, travel arrangements, and general office operations. The ideal candidate will be highly organized, proactive, and possess strong communication skills to effectively coordinate various office functions.

Responsibilities

Office Administration:

Manage day-to-day office operations and ensure a well-organized workspace.
Front Office desk- Act as the primary point of contact at the front office for key constituents, including screening clients, incoming correspondence, calls, and requests, ensuring critical and sensitive information flows to the appropriate person in a timely manner.
Oversee office supplies inventory, monitor stock levels, and coordinate orders.
Liaise with vendors and suppliers to ensure timely delivery of office necessities.

Procurement Support:

Assist in procurement activities, including sourcing suppliers and obtaining quotes.
Process purchase orders, invoices, and expense reports accurately and promptly.
Maintain procurement records and track expenses to ensure budget adherence.

Travel and Logistics Coordination:

Coordinate travel arrangements for staff and partners as needed, including flights, accommodations, and transportation.
Prepare itineraries, manage travel schedules, and ensure travel-related documentation is complete.
Organize and provide logistical support for workshops and meetings, including sending invitations, making accommodation and travel arrangements, and liaising with participants and service providers.

Documentation and Record Keeping:

Maintain organized electronic and physical filing systems for documents and records.
Assist in the creation, editing, and formatting of presentations, reports, and other materials.

Working Conditions

No travel is expected.
Flexibility to work outside of normal business hours when required.
Guidance on flexible work arrangements will be shared during the interview process.
This is a 2-year fixed-term assignment.

Qualifications

2 to 4 years of proven experience in office administration, procurement, or a related field.
Strong organization, written and verbal communication skills, and interpersonal skills.
Attention to detail and strong research and proofreading skills.
Proficiency in MS Office suite.
Excellent organizational, multitasking, and time-management abilities.
Ability to function well in a multicultural, diverse, and fast-paced work environment.

Preferred