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.
Duties &
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 Turkana.
- 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
