Job Summary
- The
Office Administrator in the Cluster Office is responsible for supporting
the Administration and People Function within BOMA’s programmes and
operations. The holder of the position is also in charge of all
procurement matters within the Cluster Office.
Responsibilities
Procurement
Responsibilities
- Responsible
for procurement matters within the assigned office cluster collaborating
closely with the Procurement and Logistics Manager
- Maintain
supplier’s database, contracts, contacts at the Cluster Office Level
- Assist
the Head Office procurement team during prequalification of service
providers.
- Occasionally
review procurement opportunities available at the Cluster level and advice
the Procurement and Logistics Manager to ensure value for money.
- Assist
in compiling bid analysis for the procurement committee.
- Responsible
for submission of procurement documents for payment from the Cluster
Office.
- Maintain
records and file Requisition and Local Purchase Order.
Administration
Responsibilities
- Responsible
for the safety, look and feel of the office including office
maintenance/repairs.
- Manages
all office supplies and stationery at the Cluster Office.
- Manages
all front office services at the Cluster Office.
- Assign/allocate
office sitting and working spaces to staff at Cluster Office.
- Responsible
for allocation of vehicles to program teams for field travel and follow
ups.
- Manages
all logistics for the programs including drivers’ schedules, vehicle
repairs and services
- Maintain
car fuel logs, maintenance and service schedules for all vehicles and
motorbikes for the Cluster Office.
- Responsible
for ensuring that BOMA cars allocated at the Cluster Office are parked by
stipulated time.
- Ensure
safety and security of BOMA assets in the Cluster Office and the field.
- Manages
and controls petty cash at the Cluster Office.
- Responsible
for cash reconciliation and replenishment at the Cluster Office.
- Support
budgeting procedures at the Cluster office level.
- Organize
travel arrangements for staff within the Cluster office and visiting teams
by making necessary bookings.
- Receive
and review payment documents submitted at the Cluster office for
transmission to Head Office for payment.
People (HR)
Responsibilities
- Responsible
for regularly processing of leave applications and updating the leave
register for your Cluster office and forwarding the same to the People and
Culture Manager for filing
- Receives
documentation for new staff/joiners in your Cluster office and ensure it
is processed within the set timelines. The same documentation to be sent
to the People Operations Assistant.
- Ensure
the new staff in your office are onboarded properly by ensuring the staff
are properly set up in terms of work tools, e-mails etc.
- Maintaining
and updating employee records on soft copies for the staff in your cluster
office while maintaining an accurate and updated employee register.
- Support
in conducting exit interviews when called upon and assist in managing the
exit process/offboarding including employee clearance.
- Assists
in the overall recruitment process as guided by the People Operations
Coordinator e.g. contacting candidates when recruiting staff at the
Cluster office.
- Assists
in the co-ordination of staff welfare initiatives e.g. staff trainings in
the Cluster office
- Be
the first point of contact when solving employee grievances at the Cluster
office.
- Conduct
performance reviews for your direct reports as per the performance review
calendar.
- Identify
development and training needs of your direct reports and provide
recommendations to the relevant parties.
Requirements
- At
least a Bachelor’s degree in International Development, Business
Administration/Management or a related field required from a recognized
institution.
- Minimum
at least three (3) years in administration experience in a busy
organization in Northern Kenya preferably Wajir.
- Excellence
interpersonal, oral and written communication and negotiation skills,
including expert command of English grammar and AP style.
- Strong
planning and organizational skills.
- Excellent
computer skills in Word, Excel, PowerPoint, internet, remote conferencing
applications.
How to Apply
