Cluster Office Administrator at Boma Projects

Full Time
Employment Info
Cluster Office Administrator
  • 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.

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.

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.

QUALIFICATIONS

  • 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 Marsabit.
  • 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.

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