Location Administrator Job in Kenya

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

Key Responsibilities

Support
effective financial resources use and ensure procurement processes are adhered
to

 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 SOS-Kinderdorf
International.

 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

 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.

 Ensure internal memo or
relevant communication is disseminated widely, timely and effectively
through different communication channels (like notice-boards, e-mail,
telephone, etc.) within the location

 Coordinates implementation
of all Safety & Health requirements in the location as per OSHA.

 Coordinates all locational
staff pension scheme issues in liaison with employees and the Human
Resource & Administration Manager.

 Deals with SACCO related
queries and issues at the location level

 Coordinates employee
benefits administration e.g education rebates, staff medical scheme and
pension Scheme queries.

 Staff leave administration:
Maintaining all leave records and updates to achieve coordinated leave
administration process and keys in primary information in the HRIS leave
module and share updated leave schedules on the date of each month with
the supervisor and Human Resource Officer.

 Ensures that staff
attendance record is maintained for action and decision making.

 Maintains and provides
necessary support in the implementation for use of all Human Resources
forms and documentation such as leave forms, exit survey forms,
application forms etc.

 Update staff files with all
HR and other administrative documents and ensure their safety Performs any
other tasks that may be assigned by the immediate supervisor from time to
time

Minimum 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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