Operations & Administration Officer coordinates office logistics, manages administrative operations, and oversees facility maintenance, requires a Business Administration Degree and 3+ years experience.
Job Summary
The
Operations and Administration Officer is a mid-level position to provide
excellent administrative support and customer service to Inkomoko’s
departments, serving under the supervision of the Operations Manager and close
collaboration with country leadership (Managing Director) and Regional
Operations Director.
The
Operations Officer will ensure that daily office operations are performed in a
seamless and efficient manner, facilitate the procurement processes for their
countries, manage travel/logistics, and will interface with Inkomoko’s many
vendors and suppliers. When our teams are operating smoothly, we have the
best impact on our clients.
Specifically,
the Operations Officer will be responsible for:
Position Overview:
The
Operations and Admin Officer is responsible for ensuring smooth administrative
and logistical operations within the organization. This role encompasses
coordinating travel logistics, organizing company events, overseeing asset
management, and providing occasional support for procurement activities as
needed.
Key Responsibilities:
Administrative
& Logistics Management (40%)
Plan and
organize company events, ensuring all logistics are handled efficiently.
Monitor
and optimize logistics processes to minimize costs and enhance operational
efficiency.
Manage
travel logistics by arranging and coordinating travel plans, including
transportation bookings, visa arrangements, accommodations, etc.
Team
Leadership for the Program offices Admin staff and coordination with the
drivers and security team for smooth operations.
Conduct
administrative aspects of new staff onboarding, ensuring new employees
understand office protocols and how to engage with the Admin team
Handle
special projects and coordination of cross cutting tasks assigned by the
Managing Director for instance Happiness Audits, Inservice, Goat parties and
Kenya all staff meetings
Asset
& Facilities Management (30%)
Oversee
office management with oversight from the Country Operations Manager for all
field office locations
Support
office build-outs, facilitating necessary resources and coordination for all
offices.
Manage
inventory of the company’s non-technology assets, including acquisition, asset
tagging/register, maintenance, and disposal.
Maintain
records of maintenance activities, warranties, service agreements, and
facility-related documentation such as licenses, permits.
Ensure
that company vehicles are insured at all times and collaborate with the
Security Focal Point for proper maintenance and compliance (e.g., vehicle
inspection certificates).
Procurement
Support (30%)
Provide
support in the procurement process as needed, collaborating with relevant
departments to identify procurement needs.
Assist in
the management of purchase orders, tracking all purchases, processing payments,
and ensuring timely delivery.
Help
resolve issues related to orders, deliveries, and invoicing in coordination
with finance leads.
Support
in maintaining relationships with suppliers and service providers, focusing on
responsible procurement practices.
Collaborate
with the Country and Regional procurement teams as needed.
Qualifications:
Bachelor’s
degree in Business Administration, Management, or a related field.
Proven
experience in operations management, administration, or logistics.
Strong
organizational and multitasking skills with attention to detail.
Excellent
communication and interpersonal skills.
Proficiency
in using office software and inventory management systems.
Ability
to work independently and as part of a team.
Working Conditions:
This
position may require occasional travel to various office locations.
Flexibility
to accommodate the dynamic needs of the organization.
Competencies
Manages
Diverse Relationships – Relates well to a wide variety of personalities, values
differences, and communicates effectively across diverse communication styles,
cultures, and backgrounds.
Takes
initiatives to Deliver – Thinks several months in advance, prioritizes
objectives, implements reliably, and quickly identifies what will help or
hinder goal accomplishment.
Proficient
in Technology – Uses technology effectively to work efficiently and
achieve desired outcomes.
