Office Operations Coordinator Full Time

Summary

The purpose of this position is to provide Operations and administrative support services to Habitat for Humanity -AFR area office.

Roles and Responsibilities:

Africa area Office Operations support & office management.

• Lead the administrative and logistical support function for the AFR AO that includes management of local and international workshops and meetings; work with relevant team members, to ensure all logistical aspects are appropriately managed.
• Preparation of complete payment packages, ensuring correct coding and transmitting these to the Finance assistant for payment.
• Manage the AO working environment ensuring a conducive working environment that includes safe, clean and well-aerated work- space, and a hospitable facility that meets modern office standards.
• Oversee the maintenance of company assets, facilities and equipment (e.g. printers, photocopiers etc) through regular and appropriate interaction with relevant service providers upon IT’s request and maintain an inventory of office assets.
• Manage relationship with landlord and/or their representative making sure that the office building is in good condition.
• Oversee the proper functioning of office amenities like lights, air conditioning equipment, and work-stations etc.
• Oversee the use of general facilities such as meeting rooms through control of the booking schedules and evaluation of requests on a priority basis.
• Ensure that the office is well secured, including sensitive areas are manned under lock and key, and handling of office keys.
• Ensure availability of information and communication system to staff, including management of landlines and cellular phones, and reliable internet connection.
• Manage property insurances for the AO including renewal and claims management.
• Ensuring the premises have requisite permits from relevant Kenyan authorities.
• Oversee the availability of office stationery and kitchen supplies are maintained and well managed.
• Maintain assets inventory for the AO ensuring this is reviewed on an annual basis.

Corporate Travel & Event Management.

• Keep abreast with, and communicate to staff, all relevant travel-related communication, and advisories, including security, health and weather.
• Manage the AO travel function including visa processing, flights booking and airport transfers.
• Review the travel usage reports from the travel agent and advise different departments on travel optimization.
• Support AFR AO staffs’ local movement by coordinating with the official taxi company.
• Provide logistical support to visitors including travel arrangements within and outside Africa.
• Plan for, obtain and manage meeting and event venues, finalize menus, transport arrangements, catering and entertainment, when necessary for functions, conferences, meetings etc. This may also include invitation of guests and delegates, keeping an accurate RSVP and contacts records, marketing, drawing up team rotas, delegate badges, arranging appropriate public liability insurance among others.
• Any other corporate travel and events management as assigned.

Support to the Executive Office.

• Provide direct administrative support to the Area Vice President, including calendar management, meeting coordination, and travel arrangements
• Facilitate communication between the Area Vice President, Area leadership team, and other internal/external stakeholders.
• Coordinate and manage the schedules of the Area Leadership Team
• Compiling expense reports for the Area Vice President
• Organize and support leadership meetings, including preparing agendas, distributing materials, and following up on action items.
• Maintain an organized filing system and ensure the confidentiality of sensitive information.
• Support projects and initiatives as directed by the Area Vice President and Area Leadership Team.
• Act as a key point of contact for inquiries and requests.

Manage Procurement Processes.

• In accordance with HFHI Procurement Policy and HFHI Procurement Procedure, assist in selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards, compliance with funder regulations and value for money.
• Management of the Vendor relationship and the updating of the supplier database.
• Managing the procurement of Office stationery and equipment.
• Provide advice and support to departments on procurement related activities such as, bidding processes, tenders etc. in compliance to the procurement policy.
• Maintain robust and transparent records in accordance with the HFHI Procurement Procedure
• Oversee the receipt, proper recording, tracking and distribution of procured items.
• Managing service provider contracts and ensuring these are renewed and audited regularly for quality of service.
• Lead in provider service quality audits to inform necessary changes or re-negotiations of service contracts.
• Provide advice and support to departments on procurement related activities such as, bidding processes, tenders, vendor selection etc in compliance with the procurement policy.

Other Duties.

• Manage the Office Assistant including performance management, job planning, coaching and day-to-day oversight in line with Habitat standards.
• Other tasks as may be assigned by the supervisor.

Minimum Requirements:

• Bachelor’s Degree in Business administration, related degree or equivalent work experience at appropriate level
• 7 years’ experience in office administration and operations support
• Basic knowledge and experience in project management support
• Strong customer support experience
• A good understanding of multi-cultural team dynamics
• Ability to work independently and without close supervision
• 2 years accounting or bookkeeping experience
• Travel arrangements experience such as flight bookings, shuttle arrangements etc
• Good communication and organizational skills
• Ability to act as a reference resource for other team members on administrative and operations matters
• Creativity and innovativeness in work practices and process to enhance and improve efficiency
• Affinity for learning and adoption of new ways of working

Tagged as: Habitat for Humanity, Kenya