Office Manager, Africa Regional Office, Kenya

Job Description

Office Manager, Africa Regional Office, Kenya

Provide effective and efficient administration and logistics support to the Regional Office, Africa including office management (managing the offices space in terms of IT, utilities, office environment), take a lead role in administration for the Regional Office (flights, visas, bookings, hotels, workshops), and support teams in terms of procurement (running procurement processes, preferred supplier lists, asset management.

Key Responsibilities:

• Organise office operations and procedures.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
• IT responsibility including management of software and hardware, liaising with IT suppliers and vendors to ensure IT is operating effectively at the Regional Office
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, office systems and general working environment.
• Act as point person between the landlord and the Regional Office for any issues related to the office buildings.
• Engage suppliers for any contractual work that needs to be undertaken at the Regional Office
• Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order.
• Take a lead role on procurement at the Regional Office, coordinating in a timely manner with the various departments.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Manage preferred supplier lists, contract and price negotiations with office and programme vendors, service providers, and office lease.
• Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
• Work with Finance team to ensure appropriate asset tracking procedures are in place
• Provide general support to visitors
• Request the issuance of visas by contacting the appropriate Embassy and prepare supporting travel documents for staff travelling internationally
• Provide administrative support for the organisation of seminars, meetings, workshops, conferences, and training sessions taking place at the Regional Office
• Manage the administration of the Regional Office including the booking of flights, hotels, airport pick-ups and other logistics
• Provide joint reception duties with the Executive Assistant
• Any other duty as may be assigned.

Safeguarding:

• Read, understand, practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements:

• Atleast bachelor’s degree - Development studies/English/Business Administration or other relevant field

Required Competencies

• Sound knowledge in Microsoft Word, Excel and PowerPoint E-mail and Internet
• Ability to prioritize and multi-task in a fast paced environment
• Ability to interface smoothly and effectively among variety of high level internal and external staff
• Proactive and independent
• Excellent interpersonal skills
• Time management skills
• Proficiency in written and verbal communication skills English

Experience Requirements:

• 3-4 years of experience in Office Management, Administration and Support and Procurement from any reputed organisation preferably in a multinational company or NGO.

Employment type: Contractual

Salary: Negotiable

Job Location: BRAC Regional Office at Nairobi, Kenya

If you feel you are the right match for the above-mentioned position, please follow the application instructions accordingly:

Candidates need to email their CV with a letter of interest mentioning educational grades, years of experience, current and expected salary at: recruitmentafrica.bi@brac.net

Please mention the name of the position in the subject bar.

Only complete applications will be accepted and shortlisted candidates will be contacted.

Application deadline: 30 June 2023

BRAC is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System.

BRAC is an equal opportunities employer.

About the Organization

Career with BRAC International

BRAC is an award-winning international non-governmental development organisation, with the vision of a world free from all forms of exploitation and discrimination, where everyone has the opportunity to realise their potential. BRAC is a leader in developing and implementing cost-effective, evidence-based programmes to assist poor and disadvantaged communities in low-income countries, including in conflict-prone and post-disaster settings. It is an organisation of and for the people of the Global South, pioneering new development and social enterprise approaches to equip communities to achieve prosperity. As well as being the world's biggest NGO by number of staff and people directly reached, BRAC has regularly been ranked the number one NGO in the world by the Geneva-based NGO Advisor, an independent organisation committed to highlighting innovation, impact and governance in the non-profit sector. BRAC retained the top spot in 2020 among the top 500 NGOs for the fifth consecutive year.

BRAC was founded in Bangladesh in 1972 by Sir Fazle Hasan Abed. It started its first programme outside of Bangladesh in Afghanistan in 2002, and has since reached millions of people in 11 countries in Asia and Africa. BRAC has a holistic approach to development that uses a wide array of programmes and social enterprises, including in microfinance, education, health, agriculture, gender and human rights. BRAC believes that every person has inherent potential, and when an enabling environment is created and that potential is unleashed, even the poorest can become agents of positive change in their own lives, for their families and their communities.