Operations & Administration Officer

Key responsibilities

• Administrative & Logistics Management (40%)
• Plan and organize company events, ensuring all logistics are handled efficiently.
• Monitor and optimize logistics processes to minimize costs and enhance operational efficiency.
• Manage travel logistics by arranging and coordinating travel plans, including transportation bookings, visa arrangements, accommodations, etc.
• Team Leadership for the Program offices Admin staff and coordination with the drivers and security team for smooth operations.
• Conduct administrative aspects of new staff onboarding, ensuring new employees understand office protocols and how to engage with the Admin team.
• Handle special projects and coordination of cross cutting tasks assigned by the Managing Director for instance Happiness Audits, Inservice, Goat parties and Kenya all staff meetings.
• Asset & Facilities Management (30%)
• Oversee office management with oversight from the Country Operations Manager for all field office locations.
• Support office build-outs, facilitating necessary resources and coordination for all offices.
• Manage inventory of the company’s non-technology assets, including acquisition, asset tagging/register, maintenance, and disposal.
• Maintain records of maintenance activities, warranties, service agreements, and facility-related documentation such as licenses, permits.
• Ensure that company vehicles are insured at all times and collaborate with the Security Focal Point for proper maintenance and compliance (e. g., vehicle inspection certificates).
• Procurement Support (30%)
• Provide support in the procurement process as needed, collaborating with relevant departments to identify procurement needs.
• Assist in the management of purchase orders, tracking all purchases, processing payments, and ensuring timely delivery.
• Help resolve issues related to orders, deliveries, and invoicing in coordination with finance leads.
• Support in maintaining relationships with suppliers and service providers, focusing on responsible procurement practices.
• Collaborate with the Country and Regional procurement teams as needed.

Candidate requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience in operations management, administration, or logistics.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in using office software and inventory management systems.
• Ability to work independently and as part of a team.
• Working Conditions:.
• This position may require occasional travel to various office locations.
• Flexibility to accommodate the dynamic needs of the organization.

Required skills