AWF Administration Manager Jobs in Kenya
African Wildlife Foundation (AWF) works with the people of Africa to ensure its wildlife and wild lands thrive in modern Africa. The organization is seeking a high-performing and results-oriented Administration Manager who will oversee day-to-day operations of the administration department.
This includes, but is not limited to, office operations, supervision of administration staff at the headquarter office, statutory compliance, and logistics. In addition, the position will work with country and field team leaders as well as AWF leadership to ensure all sites have the proper security plans in place for operations and adherence to set safety standards.
This position is based in Nairobi, Kenya but provides services to all of AWF’s Africa-based offices as needed and travel will be required. The Administration Manager will report to the Director of Human Resources and Organizational Development.
Key Duties & Responsibilities
Administration
Oversee day-to-day operations of the administration department at AWF’s headquarter office in Nairobi, ensuring a clean, safe, and professional work environment
Be innovative and proactive in managing all activities related to the maintenance and alteration of the facilities, office equipment and systems, including housekeeping.
Oversee purchases of office supplies, furniture, and equipment; ensure all required supplies are available at all times and on time.
Work with the procurement team, negotiate and facilitate contracting of all outsourced services related to administration including, but not limited to, cleaning, security, insurances, catering, and transport; manage the resulting relationships.
Oversee vehicle usage at headquarter office, country and field offices, ensuring procedures and policies are developed, reviewed and, enforced for optimal usage.
Ensure proper deployment, use and maintenance of AWF’s facilities, vehicles, and capital equipment.
Work with the supervisor to prepare the administration department budget and ensure the department operates within budget.
Ensure administration policies and procedures are shared with all staff and adhered to.
Revise policies and procedures to adapt to changes in the work environment.
Oversee travel and accommodation requirements for employee work-related travel.
Collaborate with relevant VPs and project team leaders to support the office opening and closeouts as needed; provide the teams the needed guidance.
Ensure the organization is fully compliant with all administration related statutory requirements.
Liaise with the relevant teams to ensure their logistical requirements are met and develop work plans to actualize this.
Oversee issues surrounding VAT and importation.
Ensure all inventory and AWF assets are up to date in liaison with relevant managers.
Participate as needed in special department projects.
Working with the project and procurement teams negotiate office leases.
Safety and Security
Responsible for office safety and security ensuring all staff and visitors adhere to security and safety
policies.
Advise, country and field teams as well as other departments or offices on various security matters.
Contribute to developing and implementing the organizational security policies and strategies as well as facilitate the rollout of security standards, operating procedures, and regular reporting on compliance.
Train local focal teams and management on security guidelines, risk assessments; facilitate external training as necessary.
Ensure timely reporting of security incidences in line with the relevant policies and procedures.
Establish and maintain relationships with security agencies and other partner organizations to ensure ongoing sharing of security information and support.
Disseminate security information from security partners and security agencies to aid with decision making and proactive actions.
Ensure compliance with statutory safety and security including but not limited to OSHA.
Supervision
Provide oversight for all administration staff including outsourced services.
Assign role responsibilities to all administration staff and provide the support required to ensure they meet their role responsibilities.
Manage administration staff performance, ensuring all staff perform to high professional standards while having the department operate with the flexibility required in a very dynamic environment.
Qualifications
Bachelor’s degree in Administration, Business Studies or other relevant fields. Master’s degree is an advantage.
A minimum of 5 years relevant work experience in Africa consistent with responsibilities highlighted above.
Not-for-profit experience with significant experience working with remote teams in challenging remote/rural conditions.
Supervisory experience managing entry to mid-level career staff with demonstrated success in enforcing accountability, building effective teams, coaching, mentoring, and connecting with staff (both at the individual and group level).
Knowledge of government protocols is an added advantage.
Experience with start-up operations is an advantage.
Analytical thinker with the ability to identify opportunities and create processes and systems that promote insight and accountability.
Exposure and experience in establishing offices and in different countries.
Exceptional organizing abilities.
Ability to work with a diverse group of individuals.
Strong writing skills.
Knowledge of French is an added advantage.
Excellent written and presentation skills.
Demonstrated ability to multi-task and meet deadlines.
How to apply
Interested candidates should apply online by June 19, 2018
For more information and job application details, see; AWF Administration Manager Jobs in Kenya
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