Key Responsibilities and Primary Work Activities
Front Office Management (25%)
- Serve as the initial point of contact for all incoming visitors and manage the organization’s switchboard, redirecting inquiries to the appropriate departments or staff members.
- Take responsibility for the opening, closing, and access control of the office, utilizing the installed security system at the main door.
- Ensure timely payment of all utility bills.
- Collaborate with the Procurement and Administration Coordinator to ensure the annual renewal of all relevant county government permits.
- Manage incoming and outgoing mail and parcels, maintaining proper records for tracking purposes.
- Handle the office’s petty cash float, following expenditure guidelines.
- Ensure proper filing of all administration-related documents.
- Manage office stationery and kitchen supplies, overseeing issuance and maintaining accurate records.
- Provide administrative and logistical support for conferences, workshops, and meetings, including hotel reservations.
- Ensure strict compliance with established policies under the overall finance and administration guidelines for the Satellite office.
- Develop and maintain administration systems, including the organization and confidentiality of office documentation and information for easy access and readiness for internal and external audits.
- Coordinate the maintenance and scheduling of Satellite office vehicle(s), ensuring valid insurance coverage.
- Organize travel arrangements for Satellite office staff, volunteers, and visitors, adhering to Plan’s travel policies and procedures.
- Oversee cleaning services to maintain office cleanliness.
Procurement, Warehousing, and Assets Management (20%)
- Coordinate all procurement activities for the Satellite Office, ensuring compliance with policies, guidelines, and regulations.
- Produce accurate logistics reports for the Integrated Senior Project Coordinator.
- Manage office stores and control assets/inventory.
- Maintain an updated asset register, including the safekeeping of organization assets, purchase contracts, ownership documents, service contracts, and conducting periodic physical stocktakes.
- Ensure transparency and integrity in procurement processes, aligned with Plan’s policies and guidelines.
- Receive and review procurement requests, select vendors, and facilitate the issuance of approved Purchase Orders (LPOs).
- Collaborate with requesters to ensure timely receipt of goods and services, with proper documentation.
- Process payments and submit documentation to Finance in a timely manner.
- Maintain a comprehensive filing system for all procurement documents.
- Update and share the weekly procurement tracker.
Capability Building and People Management (10%)
- Foster a positive team working environment in line with Plan’s purpose and values.
- Assist in coordinating the orientation of new staff.
- Promote and adhere to Plan policies and procedures, including Gender Equality Mainstreaming, Child Protection Policy, Code of Conduct, and related mandatory reporting responsibilities.
Financial Responsibility (10%)
- Make payments for program support expenditures in accordance with Plan’s policies and procedures.
- Manage petty cash floats, both in the office and at the bank, ensuring sufficient funds for PU requirements.
- Prepare and submit accurate and timely financial reports.
Risk Management (10%)
- Identify and manage administrative and logistics risks related to the PU.
- Ensure compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical tasks.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
- Understand and adhere to Plan International’s Safeguarding and GEI policies and Code of Conduct, reporting and managing concerns following the appropriate procedures.
- Contribute to Plan International’s global efforts to ensure safeguarding and GEI.
Other Duties (5%)
- Perform other tasks as assigned by the Line Manager.
Qualifications and Experience Required:
- Bachelor’s degree in business or public administration, procurement and logistics, supply chain management, or a related field.
- At least 1 year of relevant experience in administration, logistics, procurement, or HR, preferably in a similar role within an NGO.
- Excellent interpersonal skills, flexibility, and a strong team player.
- Effective team management and supervisory skills.
- Proficiency in office management.
- IT and computer skills.
- Knowledge of filing and general record-keeping.
- Proactive with excellent time management abilities.
- Strong attention to detail.
- Competency in telephone operation.
- Hands-on experience and proficiency in Enterprise Resource Planning, e.g., SAP.
To apply for this job please visit jobs.plan-international.org.