Job Title: Office Manager
Hiring
Organization: EBRD
Location
– Locality: Nairobi
Location
– Region: Kenya
Industry: Admin
Job
Type: Full Time
Salary: KES
Date
Posted: 08/07/2025
Purpose of Job
The
Office Manager (OM), is responsible for effective implementation of
administrative procedures and processes, ensuring that the Resident Office (RO)
provides an efficient and well managed working environment for the staff and
visitors. The OM, interfaces with counterparts and management within the
Banking Department and other relevant departments.
The role
may also provide administrative assistance to the Head of Office, and/or RO
based banker(s).
Accountabilities & Responsibilities
Office
set up
- Support the Establishment of a new office in
Kenya, including all relevant coordination with local authorities and EBRD
HQ teams.
- Working closely with the Head of Office,
establishing and maintaining effective working relationships with the
local authorities and government bodies, mainly, Ministry of Finance and
Foreign Office, Tax Authorities, in order to address any EBRD status related
issue, visa/accreditation/VAT issues
Administration,
Property and Office Management
- Co-ordinate regular maintenance of the office:
office inventory; office supplies and equipment, and vehicles.
- Liaise with the landlord in conjunction with the
Head of Office and Administrative Services over lease, office moves,
refurbishment and regular maintenance issues.
- Coordinate any RO security and medical issues
with the Head of Health and Safety Unit, HQ.
- Together with the relevant HQ units and Head of
RO, procure and manage purchases and disposals; manage service contracts,
insurance policies, utilities etc.
- Coordinate external providers to ensure good
quality work in a timely manner.
- Act as HR co-ordinator: make arrangements for
the registration process with the Ministry of Foreign Affairs,
accreditation issues of the non-local staff and their families; sick leave
records, updating of contacts for medical insurances; recording sickness
records and reporting to HR as appropriate.
- Act as IT co-ordinator: arrange workstations
(desks, PCs, desk phones) for RO newcomers, desks allocation for RO
visitors provide assistance to RO and visiting staff; coordinate with HQ
IT department and RO IT specialists located in region, assist staff with
IT/technical issues related to the equipment operation (audio/video
calls), and familiarise staff with IT policies
- Act as a local security focal point, prepare
regular updates to the Business Continuity Plan for the RO and participate
in UN Security Plan events.
- Coordinate with EBRD Publication Desk, ordering
published materials and other marketing materials to be distributed
locally including processing of import documentation.
- Implement RO archiving procedures according to
Records Management and Archives Unit requirements.
Accounting
and Finance
- Prepare annual budget proposal and mid-year
budget for review / discussion with the Head of Office and with the
Business Group Senior Budget Officer and provide monthly budget status for
the Head of Office’s approval. Monitor the RO budget on a regular basis
and do ad-hoc budget status checks for available funds for RO budget
purchases.
- Process and validate expense claims and all
other SAP transactions of the RO, including the regular reconciliation of
the traveller’s RO Corporate credit cards.
- Handling of the RO accounts; approving
Nostro/cash payments within his/her own limit, executing Bank transfers;
handling monthly petty cash reconciliations, while ensuring the necessary
segregation of related duties in the RO, reviewing and paying local suppliers’
invoices.
- Timely reporting to HQ Nostro Control and
Requesting funds transfer for RO cost centres from HQ.
Staff
Supervision
- Where designated, ensure effective supervision
of the Overtime Eligible Staff and General Services staff including
coordination of their workload, keeping track of overtime and providing
on-the-job-training.
- As requested, provide input for annual
objectives setting and performance feedback, monitoring of workload and
on-the-job training.
- Champion and role model the Bank’s Behavioural
Competencies and Corporate Behaviours, ensuring adherence within the
team(s) so that the highest standards of integrity and ethical conduct are
exhibited at all times.
Administrative
support to the Head of RO and/or other Bankers
- As required, provide overall administrative
support to the Head of Office and (if applicable, other Bankers).
- Drafting official letters and relevant
administrative correspondence for review by RO Head.
Knowledge, Skills, Experience &
Qualifications
- Bachelor’s degree is preferred, or equivalent
experience in relevant areas of expertise
- Previous local experience in senior
administrative/accounting function (including in supervisory capacity) in
an international or a leading company is preferable
- Ability to work independently and on own
initiative on a day-to-day basis
- Strong organisational skills, demonstrated
ability to prioritise
- Strong communication skills, including ability
to communicate confidently and assertively
- Excellent interpersonal skills
- Ability to cope well and remain calm under
pressure
- Ability to handle highly confidential and
sensitive issues
- Reliable and flexible with professional manner
- Impeccable behaviour towards clients and
co-workers
- Diligent with high degree of integrity
- Ability to complete tasks in a timely manner,
meeting deadlines, attention to details
- Very good written and spoken command of English
- Good command over any other local/country
language
How to Apply
