Administration Support Officer at Concern Worldwide

• The Administration Support Officer will provide administration support services for the Nairobi office, supporting in day-to-day management of administrative and logistics processes efficiently and professionally.

Main Duties and Responsibilities

Visitor’s Relations

• Managing and screening all visitors to the office in collaboration with security guards and directing them to the relevant staff member.
• Answering the switch board and forwarding calls to the relevant staff member
• Sending mail through courier and ensuring that mails are managed in a cost-efficient manner as per laid down guidelines.
• Daily checking the Nairobi admin email address and forwarding emails as appropriate.
• Ensure the smooth running of the office, phone, internet, office furniture, equipment and supplies by making sure bills are paid on time.

Administration:

• Accommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be staying
• Booking airport pick-up and drop-off for visitors
• Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
• Top-up pre-paid visitor phone lines, as required
• Maintain an emergency contact card and issue to visitors on arrival
• Managing the scheduling of bookings for meeting rooms
• Prepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for them
• Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
• Maintain the key-holder/office opening/closing board
• Maintain the office notice board with up-to-date information
• Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
• Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners
• Perform other admin duties such as filing and photocopying admin related documents
• Receive daily milk and newspaper supplies
• Support in data entry work for Kenya Finance Team
• Support in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports)
• Support in tagging office inventory
• Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)

Stores:

• Management of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintained
• Issue monthly stock reconciliation reports for the admin mini-stores

Responding to Emergencies:

• Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies:

• To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
• To support and promote the standards outlined in the CoC and associated policies to their team, partner organization’s and beneficiaries, and be committed to providing a safe working environment

Person Specification

Minimum Education, Qualifications & Experience Required:

• Diploma or higher-level qualification in Business Administration, Office Management or other related discipline
• Minimum of 2 years’ experience in office administration, management or logistics activities.
• Strong professional initiative, self-confidence, oral communication and interpersonal skills.
• Previous experience in an international NGO is an added advantage.
• Computer-literate in Microsoft Word and Excel
• Excellent interpersonal and communication skills.
• Excellent writing and oral skills in English and Kiswahili
• Good interpersonal, organization and communication skills