Location Administrator Job in Kenya – NGO

 Job Title: Location
Administrator

Hiring Organization: SOS
Children’s. Village
Location – Locality: Nairobi
Location – Region: Kenya
Industry: International
NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/08/2024

Job
Summary:

Reporting
to the Location Program Director, the Programme Administrator provides
administrative support to SOS Children’s Village Programmes. H/She assists with
the synchronization of administrative activities at the SOS Children’s Village
Programme. In addition, H/She ensures that SOS Children’s Village project
complies with established policies and procedures, and guides the development
of the administrative function ensuring that organisational objectives are
supported and remain relevant .
Support effective financial resources use and ensure procurement processes are
adhered to

Responsibilities


Gives
support to the Programme accountant in ensuring proper financial
management of the SOS Children’s

Village
and adherence to the financial and administrative regulations of SOS
Children’s Villages in Kenya and Participates in the preparation of the
annual plans and budget of the SOS Children’s Village Programme and
ensures the budget is not exceeded.

Maintains
and continuously updates list of prequalified suppliers, contractors and
consultants in various specific categories of goods, works or services
according to the procurement needs of SOS Children’s Villages in Kenya at
location level.

Prepares
SOS Children’s Villages in Kenya Procurement Plans in liaison with user
departments.

Prepares
Local Purchase Orders, Local Service Orders and Contract Agreements.

Outsources
for quotations from suppliers as per the threshold in reference to the
procurement manual.

Coordinates
receipt and inspection of delivered item ensuring the quality and given
specifications are met.

Acts
as the permanent secretary to the procurement committees and shall prepare
the bid analysis and or evaluation reports of the deliberations of the
procurement committees.

Ensures
that all records on procurement are prepared, updated and properly and
stored kept Shall organize sensitization on matters of procurement for SOS
Children’s Villages in Kenya stakeholders

Prepares
LPO’s and petty cash payments and ensures all documents supporting
payments are attached before a payment is processed.

Ensures
Programme staff are well advised on procurement time around time to ensure
smooth implementation of activities.

Organizes
sensitization on matters of procurement for SOS Children’s Village
location staff and stakeholders.

Assets
Management

Updates
the fixed assets registers for the SOS Children’s Village Programme and
conducts quarterly reviews.

Coordinates
the purchase of stationery, equipment and other supplies, and deals with
various suppliers as necessary.

Ensures
that tools, equipment and machines in the Programme workshop are properly
maintained and repaired regularly, and any necessary replacements are
ordered in time.

Assists
with the establishment of proper store-keeping records and procedures.
Conducts regular checks off all stores (e.g. drug stores, stationary
stores, etc.) to ensure stock-cards are accurate and all proper procedures
are being followed.

General
Administrative Tasks

He/she
works independently in routine tasks under the general direction of the
Programme Director. Supports him/her in any way possible, removing the
burden of general administration from him/her.

Supervises
all the administrative activities of the SOS Children’s Village Programme.

Ensures
the maintenance of the entire programme grounds and buildings as
well-organized offices, ensuring cleanliness and good order.

Recommends
improvements in office administration, practices, including filing
systems.

Ensures
effective communication, information processing and logistics
coordination.

Coordinates
the SOS Children’s Villages fleet ensuring that the vehicles are properly
maintained, registered and insured.

Frequently
reviews compliance with the agreed SOS administrative policies and
procedures.

Maintains
and updates all administrative files, paperwork and other documentation in
compliance with SOS policies

&
procedures. Keeps up-to-date files for all reports, meetings
correspondence etc. Ensures the proper safekeeping of all such records.

Assists
in making accommodation or other arrangements for guests, SOS Children’s
Villages Kenya officials or other visitors.

Maintains
a stationery register and distributes new supplies as necessary.

Records
proceedings of Programme meetings and ensures programme minutes are signed
and filled

appropriately.
Organize
refreshments for guests and assists with the organization of special
functions.

Ensures
proper facility maintenance at all times

A
loving home for every child

Provided
programme reports regularly including but not limited to safety and
security and security guard’s performance,

Ensures
effective management of Human Resource Records at the location.

Supports
the development of simple but effective Human Resources administrative
procedures in accordance with the policies of the SOS Children’s Villages
Program Policy.

Prepares
monthly reports on agreed key human resource areas for decision making.

Ensures
security of the location is effective and performs secretarial duties to
the locational Security Committee.

Qualifications
& Experience Required

Bachelor’s
Degree in Business/Public Administration /Office Administration/Office
Management or any related discipline.

Minimum
of 5 years’ experience in an NGO setting or a busy organisation

Experience
handling service providers i.e., transport, office suppliers,
accommodation etc. is desirable

Thorough
knowledge of customer service, office management and basic bookkeeping
procedures.

Ability
to use Microsoft Office including Word, Excel, Access and PowerPoint.

The
ability to create a positive, everlasting impression with the most
professional, courteous and expedient manner and to continually strive for
superior client service

Good
organizational and multitasking abilities.

Experience
in budgeting and managing fundraising initiatives

Familiarity
with industry-related laws and regulations

Strong
organizational and leadership skills

Exceptional
communication skills

Analytical
thinking

Problem-solving
aptitude

How to
Apply

If you
believe your experience, competencies and qualifications match the job and role
specifications described; send a Cover Letter & updated CV in PDF with
details of 3 traceable referees one of which must be immediate former employer
to recruitment@soskenya.org addressed
to the Human Resources Manager to reach us on or before 20th February 2024 .
Please indicate position of interest as subject.

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